Office Administrator and Support

We are an independent, partner-owned investment management group with a proven track record as an active investor in both multi-asset class as well as exclusively sourced direct investments.

To support our rapidly growing multi-family office business, we are seeking a highly organized and detail-oriented Office Manager to join our team. The ideal candidate will manage financial and administrative tasks, coordinate with internal and external stakeholders, and ensure smooth office operations.

Objectives: To provide a professional, effective and quality-oriented service to the management and clients of the group with a high level of confidentiality, objectivity and integrity.

Tasks

Responsibilities

Office Operations:

• Oversee day-to-day office operations and ensure smooth functioning of administrative activities.
• Liaise with internal and external stakeholders, including clients, vendors, and team members.
• Manage relationships with third parties, such as legal, accounting, and IT professionals.
• Handle and manage sub-tenants.

Financial Management and Accounting

• Handle vendor payments and manage invoices.
• Manage expense claims and reimbursements.
• Collaborate with the finance team to reconcile financial records and maintain accurate documentation.
• Support financial audits.

Executive Support:

• Provide high-level assistance to the CEO and COO, including managing calendars, scheduling appointments, and coordinating meetings.

Human Resources

• Manage recruitment processes, including publishing ads, managing candidate pipelines, organizing interviews, and conducting background checks.
• Handle onboarding and offboarding processes, including writing contracts, managing insurance, and maintaining records.
• Manage team-related tasks, such as leave tracking, HR file management, CPF management, and payroll management.
• Support HR-related internal audits and apply for government claims (e.g., NS, Child Care, Maternity, Paternity).

General Administrative Support:

• Handle correspondence and direct inquiries to the appropriate individuals.
• Maintain office supplies inventory and ensure necessary equipment and resources are available.
• Liaise with employees, building management, and contractors for maintenance queries.
• Perform general administrative tasks, including filing, scanning, and data entry.

Requirements

• Bachelor's degree in finance, business administration, or a related field.
• Knowledge of financial management processes, such as invoicing, payments, and basic accounting principles.
• Proven experience in a similar role
• Ability to maintain confidentiality, exercise discretion, and handle sensitive information.
• Experience as a Singapore based corporate secretary is a plus
• Strong attention to detail and ability to work with confidential information.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Proficient in MS Office suite (Word, Excel, PowerPoint)
• Professional demeanour with the ability to build and maintain relationships with clients.
• Ability to work both independently and collaboratively in a fast-paced environment.

Benefits

• Highly diverse and dynamic environment with joint teams spanning from Asia to Europe
• Tremendous personal growth potential due to flat hierarchy and global scale
• Full exposure to all activities of and around legal, compliance, operations and investments

The statements in this document are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, knowledge, skills, and abilities required of individuals so classified. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job duties and responsibilities.