Job Summary

We are seeking a highly organized and proactive Office Manager & Executive Support professional to oversee office operations while providing administrative support to senior leadership and the HR team. This role will ensure the smooth running of office facilities, coordinate corporate travel arrangements for employees, support HR administrative processes, and provide executive support to two C-suite leaders.

The role will also require regular coordination with China-based stakeholders, therefore the ideal candidate should be effectively bilingualin English and Chinese to communicate with regional teams. The successful candidate will be resourceful, detail-oriented, and capable of managing multiple priorities while maintaining a high level of professionalism and discretion.

Key Responsibilities

Office Operations & Facilities Management

• Manage and oversee the daily operations of the office to ensure a professional, efficient, and well-maintained workplace environment.
• Oversee office facilities including maintenance, repairs, office equipment, and vendor coordination.
• Liaise with building management, service providers, and vendors on office-related matters.
• Manage procurement and inventory of office supplies and equipment.
• Ensure workplace safety, security, and compliance with company policies.
• Coordinate office logistics for meetings, internal events, and company activities.

Executive Support

• Provide dedicated administrative and coordination support to two C-suite executives.
• Manage complex calendars, meeting schedules, and internal and external appointments.
• Prepare meeting materials, presentations, and reports where required.
• Coordinate executive meetings, leadership discussions, and follow-ups on action items.
• Handle confidential and sensitive information with the highest level of professionalism and discretion.

Corporate Travel Management

• Manage and coordinate corporate travel arrangements for employees and executives, including flights, accommodation, visas, and transportation.
• Prepare travel itineraries and ensure travel logistics are well organized.
• Liaise with travel agencies and vendors to secure efficient and cost-effective travel arrangements.
• Track travel-related expenses and ensure compliance with company travel policies.

HR Administrative Support

• Provide administrative support to the HR team in maintaining employee records and HR documentation.
• Assist with onboarding and offboarding logistics, including preparation of employment documents and workplace arrangements.
• Support the administration and submission of work pass applications, renewals, cancellations, and related documentation with the Ministry of Manpower (MOM).
• Assist in coordinating employee insurance matters, including medical insurance enrollment, insurance claims submission, and liaising with insurance providers where required.
• Support HR with staff claims processing, leave administration, and HR documentation.
• Assist in coordinating employee engagement activities, training programs, and internal announcements.
• Maintain proper filing and confidentiality of HR-related records.

Company Asset Management

• Maintain and manage the company’s asset inventory, including laptops, mobile devices, access cards, office equipment, and other assigned assets.
• Coordinate the issuance and return of company assets during employee onboarding and offboarding.
• Ensure proper tracking, documentation, and accountability of company assets.
• Work with the IT team and vendors to arrange procurement, maintenance, replacement, or disposal of equipment where necessary.
• Conduct periodic asset inventory checks to ensure records are accurate and assets are properly maintained.
• Manage office access cards and coordinate office access permissions where required.

Regional Coordination

• Liaise with China-based teams and stakeholders on administrative and operational matters.
• Coordinate meetings, documentation, and communications between Singapore and China teams.
• Assist with translation or interpretation of documents and communications where required.

Administrative & Operational Coordination

• Provide administrative support across departments to ensure efficient business operations.
• Manage incoming correspondence, deliveries, and office communications.
• Maintain organized documentation, filing systems, and administrative records.
• Assist in organizing company events, staff engagement activities, and internal meetings.

Requirements

• Diploma or Bachelor’s degree in Business Administration, Management, or related discipline.
• Minimum 4–6 years of experience in office administration, office management, or executive support roles.
• Experience supporting senior leadership or C-suite executives.
• Experience coordinating corporate travel arrangements and vendor management.
• Familiarity with work pass administration and HR documentation in Singapore.
• Strong organizational and multitasking skills with excellent attention to detail.
• Excellent communication and interpersonal abilities.
• High level of professionalism and discretion when handling confidential information.
• Effectively bilingual in English and Chinese to communicate with China-based stakeholders.
• Proficiency in Microsoft Office and workplace collaboration tools.

Preferred Qualifications

• Experience working in technology, fintech, or multinational environments.
• Experience supporting regional teams across Asia.
• Familiarity with HR administrative processes and employee benefits administration.