Senior Office/ Admin Manager

About the role

Our client is looking for a highly organized and proactive Office Manager join their operation team. This dual-function role is responsible for ensuring the smooth day-to-day operation of the office while providing dedicated secretarial and administrative support to senior management.

The ideal candidate is a professional "gatekeeper" who enjoys wearing multiple hats — from managing office supplies and vendor relationships to coordinating complex travel itineraries and preparing board reports. You will be the first point of contact for visitors and the go-to person for staff, ensuring the executive team can focus on strategic priorities.

Key Responsibilities

• 1. Office Management & Operations
• Oversee the smooth functioning of the office environment, ensuring it is clean, organized, safe, and fully stocked with supplies and office relocation etc
• Supervise administrative staff, receptionists, and facilities coordinators.
• Conduct performance reviews and provide training.
• Manage relationships with office vendors (catering, cleaning, stationery, IT peripherals) and negotiate service contracts.
• Develop, manage, and reconcile the annual Administrative and office budget
• Organize internal events, team-building activities, town halls, and holiday parties, including catering and venue logistics.
• Act as the primary point of contact for office safety, first-aid kits, fire warden coordination, and ergonomic assessments.
• Support the implementation and communication of company policies and procedures.
• 2. Executive Secretarial & Administrative Support
• Calendar Management: Proactively manage the diaries of senior executives, scheduling internal and external meetings while resolving conflicting priorities.
• Travel Logistics: Arrange complex domestic and international travel itineraries, including flights, accommodation, ground transportation, and visas.
• Meeting Support: Prepare meeting agendas, collate presentation materials, take minutes, and track action items for leadership meetings.
• Correspondence: Draft, proofread, and edit emails, memos, reports, and external communications on behalf of management.
• Document Management: Maintain confidential files, contracts, and records using digital and physical filing systems.
• Expense Management: Process expense reports for the management team and track departmental spending against budget.
• 3. Liaison & Communication
• Internal Communications: Act as the bridge between management and staff, disseminating important announcements and updates.
• External Relations: Interface with clients, partners, and board members, ensuring a polished and professional experience for all stakeholders.

Requirements

• Education & Experience
• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Minimum of 10 years of experience in office management, executive assistance, or administrative coordination.
• Executive Support: Proven experience supporting C-suite or senior leadership in a fast-paced environment.
• Organization: Exceptional time-management and multitasking skills, with the ability to prioritize competing demands.
• Communication: Excellent written and verbal communication skills; professional demeanor and polished presentation.
• For further details, please contact Vien Ng or send across your details to vn@charlottefrank.com(Job Code: VN/79738)
• Personal data collected will be used for recruitment purposes only
• By applying for this position, you consent to the collection, use and disclosure of your personal data to Charlotte Frank Recruitment Ltd. and all relevant third parties for the purpose of processing your application for this job position.
• You understand and acknowledge that your personal data will be processed in accordance with our Privacy Policy https://www.charlottefrank.com/privacy-policy