Front Office Admin

Aboutthe Role

We area $3bn hedge fund platform seeking a polished, discreet professional to support the firm's day-to-day operations and investor-facing activities. The role spans reception, executive support, office management, client services, and investor services. Discretion, judgement, and grace under pressure are essential.

Key Responsibilities

1. Reception & Front-of-House

. Serve as the first point of contact for all visitors - investors, partners, vendors, and prospective clients.

. Greet guests, manage check-in, escort to meeting rooms, and offer refreshments.

. Maintain a polished reception area and manage the main office phone line.

. Coordinate visitor access, security passes, and deliveries with building management.

2. Office Management & Daily Operations

. Oversee daily office operations including common areas, meeting rooms, and pantry.

. Liaise with cleaners, IT, building management, and service vendors review invoices for accuracy.

. Manage procurement of stationery, IT consumables, pantry supplies track inventory and reorder.

. Handle renewals (insurance, vehicle license, service contracts) and maintain records of office assets and leases.

. Coordinate office events, team lunches, and year-end functions.

3. Executive & Secretarial Support

. Provide secretarial support to the CIO and senior executives anticipate needs and resolve scheduling conflicts proactively.

. Arrange domestic and international travel: flights, hotels, visas, and itineraries.

. Process expense reports and handle confidential correspondence in English.

4. Client Services & Investor Liaison

. Deliver a professional and discreet experience to HNW clients and institutional investors during office visits.

. Manage client gifting, festive greetings, and contact records route enquiries to the appropriate team.

5. Marketing & Investor Services Support

. Support marketing with DDQs, monthly/quarterly reports, and fund exposure/contribution database.

. Distribute fund performance updates (bi-weekly, monthly, quarterly) and maintain fund information on broker portals.

. Coordinate fund servicing -subscriptions, redemptions, transfers, KYC/FATCA/CRS/PI checks maintain investor register.

6. Compliance & Confidentiality

. Adhere strictly to firm policies on confidentiality, data privacy, and information handling.

. Support HR and compliance with onboarding/offboarding logistics, visitor logs, and NDA records.

Required Qualifications & Experience

. Diploma or Bachelor's degree from a recognized institution.

. 3-5 years in front office, EA, or office management roles in financial services exposure to fund administration or investor relations is a plus.

. Excellent spoken and written English additional fluency in Mandarin is highly preferred.

. Strong proficiency in MS Office familiarity with KYC/FATCA/CRS processes is preferred.

Personal Attributes

. Polished, professional appearance with exceptional interpersonal and communication skills.

. High emotional intelligence handles senior executives and demanding clients with grace under pressure.

. Highly organized and detail-oriented discreet and trustworthy with confidential information.

. Proactive problem-solver reliable and committed to service excellence.

Working Hours

[Monday to Friday 9:00 AM - 6:00 PM]. Occasional flexibility required for executive travel, client visits, or firm events.

Compensation& Benefits

. Competitive base salary commensurate with experience.

. Discretionary annual performance bonus.

. Comprehensive medical and dental insurance.

. Annual leave entitlement and statutory benefits per local jurisdiction.