Office Manager - Singapore

At AlixPartners, we solve the most complex and critical challenges by moving quickly from analysis to action when it really matters; creating value that has a lasting impact on companies, their people, and the communities they serve. We prize diversity and inclusion, the intellectually curious, the inventive, and the forward-thinking. We invite you to influence the way we work and define the way we embrace tomorrow.

AlixPartners has embraced a hybrid work model to provide flexibility and support our employees’ work-life integration. Our hybrid model combines a mix of in-person at an AlixPartners office and remote working.

What you’ll do

In this key role within the AlixPartners’ Corporate Services team, you will be responsible for the general operation of our Singapore office. The successful candidate will be an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of support duties for administration, facilities management, accounting management, people management and marketing. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people.

The Office Manager – Singapore is a full-time role located in Singapore and reports to the Asia Head of Operations.

FACILITIES MANAGEMENT

• Oversee office supply, equipment, pantry inventory; acquire and manage office equipment as required.
• Perform periodic analysis for all vendor performance and review their contracts for budget control.
• Resource utilization – office hoteling/ conference room management.
• Maintain proper documentation and a filing system in accordance with the Firm’s retention policy.
• Ensure Office tidiness & maintain the professional image of the Firm.
• Liaise with building management on office space items & facilitate regular office maintenance & repairs.
• Develop and maintain emergency procedures; responsible for emergency response to ensure safety of the staff & minimal office disruption.
• Ad hoc tasks such as coordinating & executing large scale construction projects and facilitate office moves.

ACCOUNTING & FINANCIAL MANAGEMENT

• Approve/obtain approval for all invoices based on Firm’s approval matrix.
• Verify staff expenses to ensure the reports are in compliance with internal and external audit standards.
• Perform periodic analysis of all vendor performance and contracts.
• Review all vendor bills for discrepancies and analyzes for cost optimizations.
• Perform payment related tasks such as company payable invoices matters, local invoice issuing for local clients, coordinating client billing matters, online banking beneficiary/template maintenance, and working with treasury team and local bank on cross-border payment/foreign currency payment matters.
• Support local account booking and audit matters.

PEOPLE MANAGEMENT & RECRUITMENT INITIATIVES

• Administrate competency testing and/or interviews for recruitment purposes.
• Maintain and update recruiting systems and process documents as required.
• Support the People team with all logistics related to recruiting process including pre-screening resumes, scheduling candidates, planning recruiting days, and other logistics.
• Work closely with People Management on various projects; oversee & manage the project workflow.
• Organize office networking events to promote staff loyalty & motivation.
• Administrate tasks relating to medical and health insurance enrollment and other related matters.
• Perform Tax and legal related matters for staff and Payroll related matters.
• Ensure smooth onboarding/offboarding procedures, coordinate orientation for new staff.

PRACTICE DEVELOPMENT/ MARKETING INITIATIVES

• Compile decks/presentations for sales pitches.
• Maintain engagement files; assist on documents for setting up engagement codes.
• Prepare & compile marketing brochures & presentations for PD purposes.
• Venue search, logistic coordination, report consolidation for various Marketing events & conferences.
• Report on office capacity and lead pipeline updates.

ADMINISTRATIVE DUTIES

• Act as info-hub for providing administration related information.
• Manage the office general hotline and screen calls; provide top-notch service to all office visitors/clients.
• Manage and update calendar, contacts, and target accounts.
• Handle Singapore Employment Pass matters for non-Singapore resident employees whether for full-time positions or in-Singapore projects.
• Manage travel logistics and Visa arrangement.
• Other ad-hoc tasks; additional responsibilities as identified; this description is not designed to encompass a comprehensive listing of required activities, duties, or responsibilities.

What you’ll need

• Bachelor's degree highly preferred.
• Six (6) to eight (8) years of progressively responsible administrative experience required, including three (3) to five (5) years office management experience.
• Experience in a fast-paced professional services firm environment preferred.
• High degree of professionalism in leading and directing others, interfacing with the public, and fostering an “employer of choice” workplace culture.
• Ability to take initiative, exercise judgment with minimal supervision, and manage up.
• Ability to maintain confidentiality.
• Effectively communicate Company policies and procedures.
• Excellent written and verbal communication skills in English.
• Exceptional communication and interpersonal skills.
• Advanced proficiency with Microsoft Word, Outlook, Excel, and PowerPoint.
• Ability to work full time in an office and remote environment; physically able to sit/stand at a computer and work in front of a computer screen for significant portions of the workday.
• Must become familiar with, and promote and abide by, our Core Values as defined by the AlixPartners’ Code of Conduct and foster an inclusive environment with people at all levels of an organization.
• Ability to lift a minimum of 15 pounds.
• Flexibility to work overtime as needed and must have ability to start work at 9:00 AM.

In addition to a positive workplace, the firm offers a comprehensive compensation package including an excellent benefit program (health, vision, dental, disability, tuition reimbursement).