About the role:
As part of the CEO Office, our Office Administrator/Manager (job title will be commensurate with experience) provides critical support to ensure that our people can operate in an optimal environment. The ideal candidate should bring positive energy, and is a natural people-person.
In this dynamic role, you'll play a key part in creating a welcoming and well-run workplace. From managing day-to-day office operations and facility needs to ensuring a smooth front desk experience, you’ll help cultivate an environment where both our team and visitors feel supported, valued, and at home.
What you will do:
Office Operations
- Oversee daily office operations (including managing of cleaning vendors), ensuring a productive and professional work environment.
- Ensure adherence to office and workstation policies including cleanliness and safe working environment.
- Manage office supplies, inventory, and equipment maintenance.
- Manage pantry supply and ensure timely restocking.
- Coordinate and manage office events, meetings, and company functions.
- Develop, implement and communicate office policies and procedures to improve efficiency.
- Manage budget for office supplies and facility expenses and process invoices and manage vendor payments as required.
Facilities Management
- Ensure the office and facilities are well-maintained, clean, and safe.
- Coordinate with external vendors for cleaning, maintenance and repairs.
- Handle facility-related issues and emergencies promptly.
- Liaise with building management.
- Oversee security systems and access control.
Front Desk Operations
- Greet and assist visitors and clients in a professional and friendly manner.
- Manage incoming calls, emails, and mail, directing them to appropriate personnel.
- Maintain the reception area, ensuring it is tidy and welcoming.
- Schedule and coordinate meeting rooms and conference spaces.
Executive Support:
- Provide administrative and logistical support to senior management, including scheduling meetings, booking rooms, and preparing meeting materials.
- Attend to guests and visitors on behalf of senior leadership.
- Assist with expense claims and handle other ad-hoc executive support tasks as needed.
- Maintain confidentiality and exercise discretion when handling sensitive information.
Other Duties
- Support HR on people initiatives such as employee engagement activities, new hire onboarding process, etc
- Attend to collection of giveaways
A successful candidate should have:
- 2-4 years experience in community and office management of a mid to large scale organisation is preferred.
- Proven experience in office administration, facilities management, or a similar role.
- Excellent organisational and multitasking skills with strong attention to detail.
- Strong communication and interpersonal skills; comfortable interacting with all levels of staff and external guests.
- Proficient in Google Workspace (e.g., Mail, Sheets, Docs)
- Ability to handle confidential information with integrity and discretion.
- Proactive and resourceful, with a can-do attitude and the ability to anticipate needs.
- Comfortable managing and negotiating contracts with vendors and external service providers.
- Knowledge of workplace safety standards and experience maintaining a safe office environment is a plus.
Priority will be given to candidates with valid First Aider certification.
Due to the nature of work, this position will be required to work from the office.