Office Administrator and Support (part time - 50%) [Singapore]

 

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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 self-driven, highly motivated candidate to work directly within our global team.
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.
• Serve as the primary point of contact for external vendors, suppliers, and service providers.
• Liaise with third parties, such as legal, accounting, and IT professionals, to facilitate seamless operations and maintain strong working relationships.
• Manage and liaising with sub-tenants

Financial Administration:

• Manage and liaise with sub-tenants racking invoices using financial software and tools.
• Manage accounts payable and accounts receivable processes, ensuring timely and accurate payments and collections.
• Collaborate with the finance team to reconcile financial records and maintain accurate financial documentation.
• Support financial audits

Executive Support:

• Provide high-level assistance to the CEO and COO, including managing calendars, scheduling appointments, and coordinating meetings.
• Prepare and review documents, presentations, and reports as required.
• Conduct research and gather information to support decision-making processes.

General Administrative Support:

• Handle and correspondence, directing inquiries to the appropriate individuals and providing timely responses when necessary.
• Maintain office supplies inventory and ensure necessary equipment and resources are available.
• Liaise with all maintenance queries by employees / building management / contractors.
• 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.

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