Office Administrative Assistant Manager

Key Responsibilities

Administration

. Manage day-to-day administrative operations of the Singapore office, including but not limited to call handling, correspondence distribution, office leasing coordination, and vendor management, in a well-organised and timely manner.

. Receive and attend to visitors, including internal global teams and external clients, and make necessary arrangements.

. Manage calendars, schedule meetings and appointments, and handle contact information, incoming requests, and enquiries appropriately.

.Prepare meeting agendas, take meeting minutes, and follow up on action items.

. Coordinate travel arrangements and process related expense claims.

. Prepare reports, presentations, and briefing materials on a regular or ad-hoc basis.

. Ensure office security and compliance with internal office procedures.

Human Resources

. Support recruitment activities for the Singapore office.

. Maintain and manage employee records for the Singapore office, ensuring alignment with headquarters HR policies and procedures.

. Assist with payroll administration and daily HR operations, including matters related to employment passes, CPF, and other statutory requirements, in compliance with local regulations.

. Support data entry, updates, and verification in relevant local government systems.

Business Department Support

. Provide administrative and operational support to the business department, including organising, summarising, and analyzing relevant data.

. Document discussions and prepare accurate and detailed meeting minutes, capturing key decisions, action items, and follow-up tasks.

Other Duties

. Coordinate office utility payments and related administrative matters.

. Assist with bank-related administrative matters.

Perform other duties as assigned by the line manager.

Requirements

. Bachelor's degree or equivalent professional qualification.

. Prior experience in administrative and/or human resources roles is preferred.

. Proficient in the use of Microsoft Office applications.

. Strong communication and organisational skills, with the ability to work independently as well as collaboratively in a team environment.

. Experience in the shipping or logistics industry will be an added advantage.

. Able to communicate effectively in English proficiency in Mandarin is an advantage for work-related communication purposes.

. Candidates must have the legal right to work in Singapore.