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- Building / Landlord Liaison:
Act as the main point of contact with building/office management for day-to-day matters, including negotiating lease renewals and rental increases.
- Office Relocation:
If the office needs to relocate, source and shortlist suitable new office options and prepare a proposal for the General Manager's (GM) review and approval.
- Expenses &
- Records:
- Equipment &
- Workstation Setup:
- Support Staff Supervision:
Supervise office support staff (e.g. office boys, drivers, security, and maintenance personnel), monitoring attendance, punctuality, and workplace discipline.
- Pantry &
- Office Upkeep:
- Responsiveness &
- Logistics:
- Vendor Relationships:
Liaise and maintain working relationships with reliable vendors for office supplies, maintenance, and services.
- Sourcing &
- Negotiation:
- Monthly Gatherings:
Plan and organize monthly team gatherings, including selecting restaurants/venues.
- Annual Events:
Coordinate the company's two major annual events (e.g. one around March and one around September, including the company anniversary), working with event coordinators and vendors as needed.
Manage office expenses, petty cash, and administrative budgets, maintaining accurate bookkeeping and administrative records/documents.
Arrange office equipment and furniture, coordinating repairs/replacements as needed; prepare workstations and equipment (e.g. laptops) for new colleagues before their start date, coordinating with HR on start dates.
Ensure pantry supplies are stocked and the office remains clean, safe, secure, and well maintained.
Respond promptly to requests from HQ, the GM, and colleagues; arrange transportation and travel logistics for meetings, events, and guests; and resolve office-related issues quickly.
Source vendors and negotiate pricing/terms for office and event needs.
- Bachelor's degree in Business Administration or a related field.
- At least 5 years of relevant experience in office administration or facilities/office management.
- Comfortable liaising directly with landlords/building management, vendors, and senior management (HQ/GM).
- Experience handling office relocation or lease/rental negotiations is a plus.
- Event planning/coordination experience is a plus.
- Organizational &
- Time Management:
- Communication:
Strong verbal and written communication skills for liaising with HQ, GM, colleagues, landlords, and vendors.
- Negotiation:
Confident negotiating rental terms, vendor contracts, and event bookings.
- Responsiveness:
Able to respond promptly and resolve issues quickly when approached by HQ, management, or colleagues.
- Bookkeeping &
- Numeracy:
- Event Coordination:
Able to plan and run both small team gatherings and larger annual company events.
- Discretion:
Able to handle confidential and sensitive information with discretion.
- Computer Literacy:
Proficient in Microsoft Office and general administrative systems.
Able to plan, prioritize, and manage multiple tasks in a fast-paced environment.
Comfortable tracking expenses and petty cash accurately.
Skills
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