Office Manager

delta marine consultants singapore pte. ltd.

5-7 Years

SGD 4,000 - 6,000 per month

Singapore, Beach Road

Posted 11 hours ago
Be among the first 10 applicants

Job Description

Office Manager

Delta Marine Consultants Singapore Pte. Ltd.

Reporting Line

The Office Manager reports directly to the Managing Director and works closely with the Administrative Executive to ensure the effective management of the office and the smooth delivery of the Managing Director's secretarial and administrative requirements.

Position Summary

The Office Manager is responsible for the overall administration and operational coordination of the Singapore office. The role provides direct support to the Managing Director while overseeing key areas including office administration, human resources and recruitment, staff movements and business travel, tenancy matters, software and IT-related processes, and corporate administration.

The Office Manager works closely with the Administrative Executive and other administrative support staff, providing direction, coordination and oversight to ensure administrative activities are carried out efficiently and in a timely manner.

The role requires a highly organised, proactive and discreet professional with strong communication and coordination skills, sound judgement, and the ability to manage multiple priorities in a professional and international working environment.

Key Responsibilities

1. Managing Director Support & Calendar Management

Be overall responsible for the management and coordination of the Managing Director's calendar and schedule.
Work closely with the General Team to coordinate and align the Managing Director's appointments, meetings and business commitments.
Manage incoming meeting invitations, scheduling requests, changes and conflicts, ensuring the calendar is kept accurate and up to date.
Proactively manage the Managing Director's daily agenda and ensure key appointments and commitments are properly prioritised.
Coordinate internal and external meetings with HQ, clients, management and other stakeholders.
Provide the Managing Director with timely updates on changes to the schedule, important meetings and upcoming commitments.
Handle related correspondence and information with a high degree of professionalism and confidentiality.

2. HR, Recruitment & Employee Administration

Be responsible for end-to-end recruitment and hiring for the Singapore office, including job postings, CV screening, candidate shortlisting, interview coordination, interviewing, selection, offer preparation and onboarding.
Liaise with recruitment agencies, candidates and relevant hiring managers throughout the recruitment process.
Manage employee administration, including onboarding, offboarding, staff movements, transfers and employee records.
Coordinate employment-related documentation, work passes and other HR-related administrative matters where required.
Support leave, attendance, payroll and benefits administration, and liaise with external HR service providers where applicable.
Ensure HR processes and employee matters are handled professionally, confidentially and in accordance with company policies.
Escalate sensitive or significant employee matters to the Managing Director or relevant parties where appropriate.

3. Staff Movement & Travel Coordination

Be responsible for the overall coordination and administration of staff movements and business travel for the Singapore office.
Oversee arrangements relating to overseas business trips, company trips and other staff movements, ensuring all necessary approvals, documentation and arrangements are in place.
Coordinate with employees, management and relevant internal and external parties to ensure travel and movement requirements are properly managed.
Delegate and oversee the actual booking and administrative arrangements to the Administrative Executive or relevant administrative staff where appropriate.
Ensure travel itineraries, accommodation, transportation and other requirements are properly arranged and followed up.
Monitor changes, cancellations and urgent travel requirements and ensure they are addressed promptly.
Maintain overall oversight and appropriate records of staff movements and company travel.

4. Unit Tenant & Lease Administration

Be responsible for the administration and coordination of unit tenant renewal contracts and related tenancy matters.
Monitor tenancy and contract expiry dates and ensure renewal processes are initiated in a timely manner.
Coordinate with tenants, landlords, agents and relevant internal parties on tenancy and renewal matters.
Coordinate the preparation, review and processing of tenancy-related documentation.
Follow up on approvals, signatures and other renewal requirements.
Maintain accurate records of tenancy agreements and related documentation.
Escalate significant tenancy or contractual matters to the Managing Director as required.

5. Office Administration & Operations

Oversee the day-to-day administration and operational requirements of the Singapore office.
Ensure office facilities, equipment, supplies, maintenance and workplace services are properly managed.
Oversee office vendors, suppliers and service providers, including quotations and service arrangements.
Coordinate building management, maintenance, repairs, access cards and other office-related services.
Oversee incoming and outgoing mail, courier services and deliveries.
Maintain proper office records, documentation and filing systems.
Coordinate office meetings, events and company functions where required.
Identify opportunities to improve administrative processes, efficiency and the overall office environment.
Delegate routine administrative tasks to the Administrative Executive or other administrative staff where appropriate, while maintaining overall oversight and accountability.

6. IT, Software & Systems Administration

Be responsible for the overall coordination and administration of software approvals and related processes for the Singapore office, working closely with the IT Department.
Coordinate software requests, approvals, renewals and access requirements, ensuring the appropriate internal processes are followed.
Liaise with the IT Department and relevant users to ensure software requirements are properly assessed, approved and implemented.
Maintain oversight of software subscriptions, licences and renewals, where applicable.
Ensure relevant documentation and records are maintained and software-related processes are completed in a timely manner.
Act as the administrative point of coordination between the Singapore office and IT Department on software and related system matters.

7. Corporate & Compliance Administration

Maintain and oversee statutory, corporate and administrative records for the Singapore office.
Coordinate matters relating to insurance, licences, registrations and other corporate documentation.
Liaise with external accountants, auditors, corporate secretarial providers and other professional advisers when required.
Ensure relevant administrative processes are carried out in accordance with company policies and applicable requirements.
Maintain appropriate records and documentation for audit, compliance and corporate purposes.
Handle confidential corporate, employee and management information with a high degree of discretion.

Qualifications & Experience

Diploma or degree in Business Administration, Office Management, Human Resources, Secretarial Studies or a related discipline.
Minimum 5 years of relevant experience in office management, executive administration, HR administration, recruitment or a similar role.
Previous experience supporting senior management or a Managing Director is highly advantageous.
Demonstrated experience in end-to-end recruitment and employee administration.
Experience in office operations, business travel coordination and tenancy/lease administration is an advantage.
Strong Microsoft Office / Microsoft 365 skills, particularly Outlook, Word and Excel.
Good understanding of office administration, HR processes and corporate procedures.
Excellent written and verbal English communication skills.
Strong organisational and time-management abilities.
Able to work independently while also working effectively as part of a team.
High level of professionalism, discretion and confidentiality.

Key Competencies