Office Manager, CFO Office (FPI)
Country:
Singapore
State:
Singapore
Job Function:
Administration
Job Posting Date:
3 Feb 2025
Job Summary
The role of Office Manager supports the CFO ensuring the smooth and efficient daily operations of the Finance team of Frasers Property Industrial. The Office Manager will play a key role in providing administrative support, supporting organisational priorities as well as proactively managing internal and external stakeholders whilst maintaining a high level of discretion. This is a highly visible role across the organisation and has exposure to various parts of the business.
Job Description
- Assist with effective delegation so the CFO can focus on strategic issues
- Identify potential issues before they arise and explore solutions
- Closely monitor and channel the flow of information, provide an analysis of incoming documents and redirect as required
- Develop administration system for day-to-day operations
- Assist with annual calendar planning and management ensuring that all relevant meetings and events are captured.
- Assist with management and tracking of all people related components of direct reports, eg PDR, KPI tracking etc
- Effective diary management across various time zones (Asia, Australia & Europe) including set-up, acceptance and managing conflicts and providing timely response where appropriate
- Triage of incoming email, communication and requests, escalating, delegating prioritising and actioning as required
- Ensuring appropriate outgoing communication, documentation and requests are in line with requirements and expectations and done in a timely manner
- Actively look for ways to improve the productivity of the team through prioritising tasks, minimising distractions and planning ahead for meetings and events.
- Provide support for periodic reporting as required across FPI globally
- Organise catering, IT equipment, meeting rooms and car spaces
- Prepare, proof, format and finalise agendas, take minutes and record and monitor action items for leadership and other meetings or as required
- Ensure appropriate paperwork is distributed or received ahead of meetings and provide appropriate briefs to CFO and teams
- Maintain Customer Relationship Management (CRM) for CFO
- Organise and coordinate international and domestic travel arrangements
- Serve as the liaison between Australia, Europe and Singapore
- Work closely with the whole executive team and the other Office Manager & Administrative support roles.
- Assist with an ad-hoc projects as they arise
- Management of Key Events and Team Engagement
- Organise office events, conferences, Senior Executive sessions and team building events as necessary
- Drive coordination of conference attendance and bookings
- Coding monthly corporate card expenses and expense claims as necessary
- SAP invoice approvals and management
- Assist with management of forecast and budget process of corporate cost centres
- Serve as a key account contact for certain relationships eg subscriptions, standards bodies, key industry and economic data providers, etc.
- Support standard vendor management and account admin
Key Qualification
- Completion of administration / business course highly regarded
- Demonstrated administration and organisational experience at a senior level within a corporate environment
- Operate with confidentiality, discretion and a high-level of integrity
- Demonstrated ability to use initiative, work without supervision and assume full responsibility for completion of tasks
- Extensive diary and calendar management experience especially across multiple time zones
- Advanced Outlook, Word and PowerPoint skills
- Intermediate Excel skills
- Experience in developing and formatting PowerPoint presentations, experience with other design tools beneficial
- Strong interpersonal, communication (written & verbal) and negotiation skills
- Positive attitude and team spirit with demonstrated ability to work with a range of people with diverse personalities
- Highly flexible and adaptable in a changing and demanding environment
- Effective time management skills and the ability to organise and prioritise tasks to meet deadlines
- Demonstrated attention to detail
- Proactive and willing to look for ways to improve processes and procedures