Our client is a family-backed Asset Management group active in Financial assets and Private Equity space.

With offices in London & Luxembourg, they are now setting up an office in Singapore to develop their activities in Asia. To assist them, they are looking for their future Senior Office Manager to support their Directors relocated to Singapore and help build the Group administration functions.

Reporting to the Chief Operating Officer, your responsibilities will include: 

Office Management

• Assist in office set up and identify equipment requirements. 
• Liaise with the relevant parties on renewal of leases for office related matters eg. lease of office space, rental of copier etc. 
• Ensure all office equipment (phones, printers, air con) operates and operates efficiently 
• Order office stationery and replenishment of any IT or pantry consumables
• Ensure smooth operations of the reception area and attend visitors & guests
• Ensure timely distribution of incoming/outgoing mails, faxes & courier deliveries

Secretarial Support 

• Effective management of diaries and the daily workflow; such as printing materials, booking rooms, providing directions/travel or dial in details as needed. Setting up regular meetings with key contacts
• Dealing with incoming and outgoing post (e.g. end of year greetings, regular correspondence), access to emails for faster handling of general emails
• Organising and occasionally attending meetings, taking minutes in specific meetings 
• Administrative support to all directors 
• Lease of residence and renewal of Immigration Passes, subscription to mobile/internet services etc. 
• Support in preparing reports (regular reporting to clients) 
• Accurately organise and co-ordinate all travel arrangements and include written itineraries, organise taxis, hotels, air tickets and any VISA requirements etc.
• Manage incoming phone calls, take messages or re-direct calls as appropriate to incoming phone calls Record Payroll & Benefits
• Prepare and submit individual expense sheets for members of the team
• Filing and online data management (soft and hard copies, legal documentation, reports to client, magazines, etc.)
• Coordinate approvals for business transactions and documentation as required

Coordination with various Service Providers

• Issuance of payment vouchers and paying suppliers promptly
• Responsible in executing the payments via internet banking
• Providing supporting documents to the accountants for preparation of Management Accounts
• Providing supporting documents to the auditors for annual audit  
•  Management of travel, IT, insurance etc. service providers

• Previous experience in a similar position preferable (1 - 2 years in a Law Firm or in an Asset Manager/Fund Manager)
• Able to liaise with both English and Chinese customers
• Interest in taking on more responsibilities as part of development
• Mature individual who can manage confidential information
• Excellent verbal, written and interpersonal communication skills 
• Ability to work autonomously, calmly and efficiently in a pressurised environment
• Ability to work as part of a team
• Ability to interact with all levels of professionals and other assistants all across the globe
• Ability to grasp information quickly, taking appropriate actions when required
• Ability to prioritise and organise
• Excellent command of PowerPoint, Word and Excel

Note that only short-listed candidates will be notified. Thank you for your understanding.