Office Management Specialist

PropertyGuru is Southeast Asia’s leading PropTech company, and the preferred destination for over 32 million property seekers monthly to connect with over 50,000 agents monthly to find their dream home. PropertyGuru empowers property seekers with more than 2.1 million real estate listings, in-depth insights, and solutions that enable them to make confident property decisions across Singapore, Malaysia, Thailand and Vietnam.

PropertyGuru.com.sg was launched in Singapore in 2007 and since then, PropertyGuru Group has made the property journey a transparent one for property seekers in Southeast Asia. In the last 18 years, PropertyGuru has grown into a high-growth PropTech company with a robust portfolio including leading property marketplaces and award-winning mobile apps across its markets in Singapore, Malaysia, Vietnam, Thailand as well as the region’s biggest and most respected industry recognition platform – PropertyGuru Asia Property Awards, events and publications across Asia.

For more information, please visit: PropertyGuruGroup.com; PropertyGuru Group on LinkedIn.

As a Guru you will be accountable for:

• Ensuring that the company is positively represented in all interactions and promoting a positive impression to customers and visitors. Overseeing the management of guest and visitor inquiries at the reception counter.

• Managing all incoming or outgoing calls appropriately and courteously. Handling complex inquiries, transferring phone calls, and taking messages for related staff.

• Leading the liaison with vendors and suppliers for office management services, including couriers'/shipment arrangements. Negotiating contracts and managing relationships to ensure high-quality service delivery.

• Overseeing the office’s expenses and equipment, including stationery supplies and cleaning materials. Implementing cost-saving measures and ensuring efficient inventory management.

• Ensuring the overall safety, security, and cleanliness of the corporate office by supervising housekeeping activities.

• Performing and overseeing administrative duties such as data entry, photocopying, and filing of documents. Maintaining and updating seating charts and employee contact information lists.

• Maintain and update seating charts and employee contact information lists
• Liaise with building management and relevant vendors on mechanical and electrical faults
• Support onboarding and offboarding logistic (welcome pack, building or door access card etc.)
• Ensure continuous maintenance contracts for services for the office
• Analyze, direct, and report on all cost containment opportunities related to support services (invoicing, mail, supply/furniture ordering, space allocations, facility management, etc.)
• Management of meeting rooms: to ensure the environment of all meeting rooms are clean and tidy and to supply the meeting resources on time.
• Management of goods received: to take record and distribute all delivered goods from supplier through proper checking.
• Management on workplace: to ensure the environment is clean and all reading materials (newspaper, magazines etc.) are kept neatly and tidily.
• To submit all payment requests to Finance department on a timely basis for courier service, utility charges etc.
• Asset management: to manage the borrowing of projectors and terminals and ensure all assets are always in good condition.
• Prepare and generate administrative reports.
• Responsible for the distribution of company’s appreciation gifts, token and goodies for any function organized by the company.
• Ordering flowers for employees (hospitalization, maternity)
• Responsible for the distribution of company’s appreciation gifts, token and goodies for any function organised by the company.
• Provide general office support to staff in the office
• To undertake special assignments, ad-hoc functions and related duties as and when required.

We're looking for someone who has:

• Proven experience in a senior clerical and administrative capacity, preferably as an office admin or similar role. Candidates with significant experience in office moves are preferred.

• Advanced proficiency in MS Office, especially Excel, Word, and PowerPoint. Exceptional multi-tasking, prioritization skills, and the ability to work well under pressure. Excellent negotiating skills.

• A positive attitude and the ability to work independently with minimal supervision. Strong leadership and team management abilities.

Our commitment to you:

• Hybrid flexible working that focuses on outcomes over hours.

• Holistic rewards package covering your financial, physical & mental health.

• Multi-directional career development across all levels.

• Inclusive benefits like equal paternity leave, supporting all employees in work-life balance.