The role of the Office & Facilities Manager is to ensure that the admin support function, office operations and facilities for the office run smoothly at all times.
The successful incumbent will:
·        Be responsible for the day-to-day delivery of a high level of office support and guidance, and delivery of global projects.
·        Be responsible for Information Security and Data Protection in line with our requirements under ISO Accreditation 27001 for the office.
·        Lead and coordinate office move and relocation project, serving as the primary point of responsibility throughout the process.
·        Work closely with all Partners and Managers of the office.
DUTIES &RESPONSIBILITIES
This role is the primary manager for the Office Admin and Facilities team and may delegate the tasks set out as appropriate but hold ultimate accountability for delivery of outcomes.
General Office Management
·        Manage all office expenses to budget.
·        Manage absences for the office services team to ensure there is appropriate coverage during the office opening hours and as needed at special events.
·        Manage absences for secretaries and ensure there is appropriate cover for partners(i.e., arrange leave cover with existing secretaries or consult with HR regarding additional temp/perm cover).
·        Maintain a register of all firm memberships/licenses that staff and partners belong to in consultation with the partner responsible and MBD (i.e., SAL, LSRA, etc.).
·        Organise annual health screening and flu vaccination including any other health and wellbeing initiatives the office adopts.
·        Organise quotes for office related expenses when requested in line with budget.
·        Approve invoices in invoicing platform Onventis for office supplies as approved by the budget holder.
·        Arrange for the delivery of sympathy wreath and get-well basket to support affected employees.
·        Organize and take stock of merchandise for the Singapore office such as stationary, umbrellas, notebooks, etc. for new joiners and office visitors.
·        Other adhoc activities
Facilities Management
·        Ensure physical security of the building is maintained via appropriate access control and notifying building manager immediately if lost/stolen access cards are reported and ordering new cards as needed.
·        Record all changes for access cards in the door access system.
·        Maintain a detailed spreadsheet tracking all access cards, listing each keycard number along with the assigned individual. This includes all temporary passes assigned to visitors entering the office.
·        Liaise with project manager when office renovations are in progress and notify employees and partners as needed.
·        Oversee the appointment and visibility of fire wardens, first aiders, and mental health first aid officers across all office levels, ensuring the office is informed of their identities.
·        Monitor and facilitate the renewal of certifications for first aid and mental health first aid officers, including arranging necessary trainings.
·        Ensure fire wardens actively participate in all scheduled building emergency drills.
·        Confirm that the designated team member conducting induction walkthroughs properly highlights key safety features to new employees, including fire exits, first aid and AED facilities, and emergency evacuation points.
·        Responsible for maintaining the cleanliness of all equipment in the pantry and common areas including coffee machines, microwaves, fridges and tabletops.
·        Proactively walking through all bathrooms in the morning to ensure cleanliness and escalating any issues to the building management.
New user set up and leavers
·        Collaborate with HR to help prepare for upcoming new starters. Manage the issuing of welcome packs, pedestals with new stationery, access cards, solicitor stamps and business cards if appropriate, and ensure cleanliness of desks and other equipment (chairs, monitors etc.).
·        Removing leavers as required.
·        Responsible for maintaining an updated floor plan and keeping copies of historic changes.
·        Collaborate with the appropriate Partners to identify what subscriptions are needed for the new employee and arrange training through HR.
Supplier management
·        Responsible for SLA’s and maintaining all documents in accordance with ISO requirements.
·        Perform yearly evaluations of all service providers to verify service delivery aligns with contractual agreements and assess ongoing necessity for each service.
·        Meet with suppliers to understand their offering and organize a minimum of 3 quotes when identifying a new supplier to engage and ensuring it’s aligned with the Purchasing Policy, the Modern Slavery policy and any other applicable policies.
·        Accountable for overseeing external service providers, including office cleaning, door maintenance, building management, etc.
Travel
·        Stay informed of updates to the Global Travel Policy and ensure employee compliance through regular communication, monitoring, and guidance.
·        Responsible for organising accommodation for all visitors to Singapore with our corporate hotels/discounted rates.
Library and subscriptions
·        Maintain all library subscriptions and memberships within the office.
·        Order new electronic or physical library books and subscriptions as approved by budget holder.
Events and catering
·        Provide support with booking meeting rooms for internal and external meetings or events, coordinating with IT to ensure technology and room setup needs are met.
·        Proactively identify whether catering is required/requested and organise as appropriate and, ensure costing to correct budget.
·        Organize annual employee functions such as Chinese New Year, Hari Raya, Dinner &Dance, etc. in with the steering committee members (location, food, decoration, event format).
·        Provide support on general events as required, sourcing catering and resources needed by other teams.
Reporting
·        Generate a monthly report for Chief Operating Officer on user access cards.
·        Maintain an updated record of Carbon Footprint Data in line with our global E&S requirements
Office Move
·        Plays a central role in planning, coordinating, and executing the office move, ensuring minimal disruption and maximum efficiency throughout the relocation process.
·        Responsible for a well-executed office move involving pre-move planning, move preparation, execution of the move, and post-move support.
·        Oversee and align stakeholder and employee expectations by maintaining clear communication, addressing concerns proactively, and ensuring transparency.
·        Collaborate closely with Human Resources to execute a comprehensive Change Management plan, ensuring smooth transitions and staff alignment throughout office-related changes.
SKILLS ANDATTRIBUTES
People and teamworking:
People and performance management experience is essential; the ability and willingness to share best practice knowledge and experience is a key success factor.
Leadership:
A self-starter who is highly motivated; able to demonstrate innovative methods of developing others; able to delegate effectively; flexible and innovative with work practices; willing to drive own personal development initiatives.
Communication:
Strong interpersonal skills; actively seeks to improve lines of communication internally and externally to the department; works with other managers and partners to promote a ‘one team’ ethos.
Judgment and decision making:
Demonstrates integrity and professionalism; willingness to accept accountability for areas of direct control; the ability to assess and understand the wider impact of actions.
Client focus and service delivery:
A strong sense of clients’ needs and the ability to tailor central best practice approach to suit a wide range of supply and demand issues.
Technical and professional qualifications:
Previous people management experience in a professional services environment is desirable; ablet o demonstrate a deep understanding of current practice management trends and requirements and willingness to continuously develop own role in order to improve service delivery to clients and colleagues; highly computer literate and able to be flexible in approach.
The main responsibilities of this role are outlined above; however, this description is not exhaustive, and the job holder may be required to undertake additional duties from time to time to ensure the smooth running of the department.
