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JOB DESCRIPTION FOR OFFICE MANAGER
ALTO is currently expanding our operations and would like to invite candidates to join our team as the office manager to help in our cause.
Responsibilities
This executive position entails the candidate having excellent organization and communication skill serving as the point person in the day-to-day operations of the office.
The candidate should also be able to lead the team for the following functions
- Administrative Matters
o To help review the various SOPs and procedures of the company and ensure all protocols are adhered to.
o Ensure that meeting schedules are strictly adhered
o Organize the office layout and order stationery and equipment
o Maintain the office condition and arrange necessary repairs
o With the help of her team, ensure smooth flowing of all operations in the administrative department
o Manage IT matters of the company
o Liaise with facility management vendors, including cleaning, catering and security services
o To assist the director to help prepare documents, letters etc
o Manage contract and price negotiations with office vendors, service providers and office lease
- HR Matters
o To update and maintain office policies as necessary
o To assist in HR matters pertaining to Staffs inclusive of Hiring, Payroll , welfare etc matters.
o Assist in the onboarding process for new hires
o Address employees’ queries regarding office issues (e.g. stationery, Hardware and travel arrangements)
o To ensure that the filings and records for HR are documented properly
o To help manage workers of the company pertaining to their lodging, levies, leaves, pay matters etc
o To help prepare letter of appointments, contracts, arrange for courses, track permit, etc
- Finance Matters
o Ensure that company budget is maintained well
o Ensure that all items are invoiced and paid on time
o To help request for quotations
o To help prepare quotations
o To help source for suppliers
o To help do 3 way matching for PO DO and Inv
o To help chase for AR
- Marketing
o Manage company Branding Direction and ensuring all are moving in same direction
o Plan in-house or off-site activities, like parties, celebrations and conferences
REQUIREMENTS
- Proven experience as an Office Manager.
- Knowledge of clerical practices and procedures
- Knowledge of office administrator responsibilities, systems and procedures
- Knowledge of accounting, data, and administrative management practices and procedures
- Knowledge of human resources management practices and procedures
- Knowledge of business and management principles
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Hands on experience with office machines (e.g. fax machines and printers)
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- At least a Diploma in Business Administration or eqv ;
- Additional qualification as an Administrative assistant or Secretary will be a plus
- Computer skills and knowledge of office software packages
Others:
Working Hours:
Monday to Friday 8.00am to 5.45pm
Location: Near Tai Seng Mrt
Salary : $3,300 - $3,800
