Office Administrator

Fund services | Corporate | Capital markets | Private client | Regulatory & Compliance

We help clients succeed by unlocking new value through expertise, trust and scale. We deliver solutions that solve complex challenges faced by asset managers, financial institutions, corporates, high net-worth individuals and family offices.

With a curious mindset, we ask the right questions to get to the right solution, faster. We collaborate to win together, sharing successes and shaping the future of our global business. Our culture of support and recognition provides the tools and opportunities for you to grow, while unlocking the most value for our clients and making your mark with Ocorian.

Expertise: We deliver specialist, tech-enabled solutions for our clients grounded on deep industry expertise.

Trust: We’re a trusted partner to over 8,000 clients globally. We are proud to have long-lasting partnerships with our clients.

Scale: With more than 1,500 colleagues, we operate across 20+ countries, our scale enables us to support our clients globally and locally, providing a seamless client experience across borders and service lines.

Purpose of the job

The Office Administrator (OA) is responsible for managing a variety of tasks and responsibilities that work to keep the office running efficiently. On any given day, an OA can be found creating office wide communications, scheduling office functions and coordinating with the different departments.

Main Responsibilities

Administration

• Manage Ocorian Singapore entities lease agreements, renewals, and one of contact person for landlord/building management.
• Liaison with authorities to request for online portal admin login
• BCP champion: To assist Manager, Private Clients to ensure the Business Continuity Plan is kept up to date and implement testing thereof.
• Coordinate with Group Risk and Legal to ensure that office insurances are up to date and meets requirements of local authorities.
• Manage and renew service contracts with suppliers to ensure office needs are met.
• Maintain, update, and monitor office policies.
• Assist on the development and maintenance of efficient and effective office systems.
• Ensure that all internal processes are effectively and efficiently followed
• Main point of contact re coordination with other departments in the group. (Finance, HR, IT, Legal, Compliance)
• Mobilization, delivery and coordination of office moves, furniture procurement and renovations.
• Work closely with other service lines in the organisation to provide a seamless and integrated set of support to the operations (client facing) team.

Finance

• Recording, monitoring and reconciling Petty Cash/Paypal/debit card related to Office and Client Disbursements.
• Go-to person of the client facing team for information re client disbursements, DOA
•  Assist in audit process, eg preparation of confirmations, casting, co-ordination
• Ensure that bank balances are available for Office payments, DEWS and Payroll
• Ensure that GAT (Global Acctg Team) has processed all office payments before due date.
• Issue cheques to suppliers.
• Follow up with bank for swift details.
• Bank administrator
• Fill up the surveys as required by the authorities/clients

HR

• Liaising with recruitment agencies on the ground and organizing for physical interviews.
• Ground person for all staff matters (new joiners / leavers)
• Ground person in charge for communicating with Authorities re HR matters (example: clarification of requirements)
• Ensure Health & Safety processes and procedures are kept up to date and changes advised to all members of the team.
• Maintain summary of staff flexi benefits

IT

• Main point of contact of Ocorian IT department and 3rd party service provider for the Singapore office
• IT’s on ground person for setting up equipment and access required by new hires.
• Retrieval of all equipment and access by leavers
• Replacement of equipment for current staff
• Procurement of IT equipment

Reception

• Setting up and scheduling of meetings and organizing team events.
• Answer and redirect phone calls
• Hosting office visitors and clients
• Arranging and receiving couriers
• Ensure that all office supplies are in stock.
• General office duties and any other duties that may be required relating to the office.

Marketing

• Local point of contact of Commercial team in organizing Receptions / Events
• Assist Commercial teams for preparation of collaterals

Knowledge, Skills and Experience 

• Diploma/University degree in a relevant discipline (Business, Finance, HR)
• at least 2 years experience as Office Administrator in a multinational company
• Proficient in the use of the Microsoft Office suite of applications, specifically MS Word.
• Excellent written and oral communication skills.
• Good organizational and time management skills.
• Excellent interpersonal skills.
• Able to multi-task in a fast-paced environment.
• Work well under pressure and quickly identify and solve problems.
• Strong organizational skills
• Time management skills

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

• We are CLIENT CENTRIC – Clients are at the centre of our world, and we’re committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS – We aim high. We think and act globally, seizing every opportunity to delight our clients and support our colleagues - wherever in the world they may be.
• We are AGILE – We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple, efficient and effective.
• We are COLLABORATIVE – With a curious mindset, we ask the right questions to get to the right solution, for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL – We behave with integrity at all times and assume positive intent, building trust through responsible actions and honest relationships.

Equal Opportunities for Everyone

Please let us know if there’s anything we can do to make the process easier for you. You can reach us at [email protected].

We’re an equal opportunity employer. All applicants will be considered for employment without attention to age, ethnicity, religion, sex, sexual orientation, gender identity, family or parental status, national origin, or veteran, neurodiversity or disability status.