Office Manager

The Office Manager is responsible for managing the day-to-day human resources and office administration functions of the Singapore entity, ensuring that HR operations, employee services and workplace administration are carried out effectively, accurately and in compliance with applicable requirements.

Working closely with Group HR, management, the other internal functions and external service providers, the role requires a hands-on HR and Office Administrative generalist who can independently manage core HR operations, strengthen HR processes, maintain accurate employee records, support employee lifecycle matters and the implementation of HR policies and procedures while ensuring a well-organised and professionally managed office environment.

This is an on-site role based at Changi Business Park and requires regular interaction with employees and stakeholders.

Key Responsibilities

1.      HR Operations & Employee Lifecycle Management

• Manage the full spectrum of day-to-day HR operations, including recruitment coordination, onboarding, employment documentation, confirmation, employee movements, and offboarding.
• Maintain accurate and up-to-date employee records, personnel files, HR databases, and statutory employment documentation.
• Prepare and administer employment contracts, contractor contractors, variation letters, confirmation letters, promotion letters, disciplinary correspondence, employment disputes and other HR-related documentation.
• Monitor probation periods, contract renewals, leave balances, attendance, and other employee-related matters.
• Ensure timely and accurate handling of employee benefits, insurance enrolments, and other HR-related documentation.
• Respond to employees’ HR-related enquiries and provide guidance on company policies, procedures, and employment matters.
• Support employee relations matters, including performance management, grievances, disciplinary processes, and workplace conduct issues, escalating sensitive or complex matters to Group HR or management.
• Coordinate recruitment activities, including job advertisements, candidate screening, interview arrangements, reference checks, and offer administration.
• Oversee expense reimbursement and reporting.

2.      HR Policies, Compliance & Process Improvement

• Support the implementation, administration, and continuous improvement of HR policies, procedures, forms, and standard operating processes.
• Ensure HR practices and employment documentation comply with applicable Singapore employment legislation and statutory requirements.
• Keep abreast of changes in employment legislation and regulations, and other relevant HR compliance matters.
• Identify gaps or inefficiencies in existing HR processes and recommend practical improvements.
• Coordinate with Group HR, external consultants, and relevant stakeholders on policy reviews, employment compliance, and HR-related projects.
• Support HR reporting, headcount tracking, manpower planning, and preparation of management reports as required.

3.      Office Administration & Facilities Management

• Oversee general office administration, including office maintenance, renovation coordination, procurement, visa application, work pass application / renewal, vendor and contract management, season parking and travel arrangements.
• Ensure the office environment is clean, organised, safe, and adequately maintained.
• Coordinate office supplies, equipment, stationery, pantry provisions, maintenance, repairs, and vendor services.
• Manage office access, visitor arrangements, meeting room facilities, courier services, and other administrative requirements.
• Liaise with building management, landlords, contractors, and external service providers on office-related matters.
• Maintain records of office assets, equipment, inventory, and administrative expenditure.
• Coordinate office events, staff engagement activities, and internal administrative arrangements.
• Monitor office-related expenses and support budget tracking and cost control.

4.      Employee Engagement & Internal Coordination

• Support the organisation of employee engagement activities, internal communications, staff welfare initiatives, and company events.
• Facilitate effective communication between employees, management, Group HR, and external service providers.
• Promote a professional, respectful, and well-organised workplace environment.
• Handle employee and management matters with maturity, impartiality, discretion, and confidentiality.

Job Requirements

• Diploma or Bachelor's degree in Human Resources, Business Administration, Management, or a related discipline with at least 5–10 years of relevant HR generalist and Office management experience.
• Hands-on experience managing the employee lifecycle and core HR operations.
• Experience with payroll processing and / or management of outsourced payroll service providers would be an advantage.
• Good working knowledge of Singapore employment legislation, CPF requirements, statutory obligations, and income tax matters.
• Familiarity with HRIS systems, expense claims systems and Microsoft Office applications.
• Experience in office administration, facilities coordination, vendor management, and workplace operations.
• Experience in a lean HR team and start up environment, where the individual is required to manage multiple responsibilities independently, would be advantageous.
• Candidates available to start immediately or on short notice will be given priority consideration.

Key Competencies

• HR Generalist Knowledge: Sound practical understanding of HR operations, employment practices, payroll administration, and employee lifecycle management.

• Numerical Aptitude: Meticulous in handling statutory reporting and manpower budgeting requirements, employee claims, and compensation records.

• Communication & Interpersonal Skills: Able to communicate professionally and effectively with employees, management, external vendors, and stakeholders at different levels.

• Confidentiality & Integrity: Demonstrates discretion, sound judgement, impartiality, and the ability to handle confidential, sensitive employee and business information with professionalism and discretion.

• Organisation & Attention to Detail: Well-organised and methodical, with the ability to manage multiple deadlines and maintain accurate documentation.

• Initiative & Problem-Solving: Able to identify operational issues, take ownership of tasks, resolve routine matters independently, and escalate appropriately when necessary.

• Stakeholder Management: Able to coordinate effectively with Finance, management, Group HR, employees, service providers, and external consultants.

• Adaptability & Practical Execution: Comfortable working in a lean and evolving environment, with the initiative and ability to identify gaps, develop and implement practical HR processes and procedures, and continuously improve existing practices while balancing HR responsibilities with office administration and other operational requirements.

• Professional Maturity: Demonstrates a service-oriented approach, emotional maturity, objectivity, and the ability to manage workplace matters calmly and professionally.