Office Coordinator

This is an excellent opportunity to build your career in a people focused environment supporting employees and consultants across Singapore and Malaysia. As Operations Assistant, you will help ensure the smooth, safe and professional day-to-day running of the office and Skills Lab. 

The role covers facilities, health and safety, IT coordination, assets, suppliers, travel, events and Skills Lab activities. It suits a highly organised, service-focused individual with strong attention to detail and confidence working with varied stakeholders. 

Duties and Responsibilities: 

Operations: 

• Act as the main office contact for employees, consultants, clients, visitors and suppliers; welcome Skills Lab visitors and manage the main telephone line. 

• Oversee the day-to-day office environment, including stationery, pantry supplies, stock records and an organised, welcoming workplace. 

• Coordinate facilities services and liaise with building management, cleaners, contractors, property agents and vendors on maintenance, repairs and office requirements. 

• Log and follow up on operational issues, escalating when required. 

• Support health, safety, security and emergency preparedness, including records and first-aid and fire-safety training. 

• Provide first-line IT support and coordinate complex requests with IT. 

• Set up workstations for new starters, including equipment, system access and access cards. 

• Maintain asset records and coordinate equipment allocation, loans, returns, secure storage and annual audits. 

• Coordinate APAC travel, couriers, deliveries and collections in line with company policy. 

• Collate invoices and support expense and company credit-card administration, ensuring complete and timely documentation. 

• Support procurement by obtaining quotations, coordinating approvals, placing orders and tracking delivery. 

• Manage supplier records and relationships, escalating service or performance issues where necessary. 

• Coordinate local events with the People and Marketing teams, including venues, refreshments, materials and logistics. 

• Support office moves and workplace changes, including liaison with property agents. 

• Maintain operational records, trackers, checklists and procedures; prepare routine updates and identify process improvements. 

• Handle information appropriately and comply with data protection, confidentiality, health and safety, security and company requirements. 

• Undertake other reasonable operational and administrative duties as required. 

Skills Lab: 

• Provide administrative support to the Head of Skills Lab and wider team, maintaining accurate DMS trainer and course schedules. 

• Act as the main contact for in-house and bench consultants, resolving routine queries and escalating issues appropriately. 

• Coordinate new consultant accounts with IT and conduct administrative inductions on systems, processes and office requirements. 

• Manage Skills Lab software licences, allocation and renewal records. 

• Collect, record and report trainee feedback; maintain trainee photographs and profiles in DMS, LTP and Salesforce. 

• Validate daily bench sign-in records and manage attendance with the People Team. 

• Issue communications on CX and Skills Lab workshops, schedules and operational updates. 

• Coordinate consultant IT issues and manage Skills Lab laptop allocation, tracking and returns. 

• Coordinate weekly in-house consultant meetings with Sales, the People Team and Skills Lab, including scheduling, notes and follow-up actions. 

• Manage return-to-office activities for bench consultants, including CV updates, reassessments and return-to-bench inductions. 

• Schedule training rooms, coaches and consultants and coordinate room setup, materials and course logistics. 

• Maintain Skills Lab records and reports covering attendance, schedules, feedback, assets and outstanding actions. 

• Work with Sales, Recruitment, the People Team, IT, CX and Skills Lab colleagues to deliver an efficient consultant experience. 

• Previous experience in administration, office coordination or operations support is desirable. 

• Strong organisation, time management and attention to detail, with the ability to manage competing priorities and maintain accurate records. 

• Excellent communication and interpersonal skills, with confidence working with stakeholders at all levels. 

• A proactive, collaborative and service-focused approach, with sound judgement and a commitment to quality and efficiency. 

• Ability to work independently, use initiative, handle confidential information and escalate issues appropriately. 

• Proficiency in Microsoft Office; experience with CRM, scheduling or document-management systems is advantageous. 

• Confidence using office technology and coordinating routine IT or equipment requests. 

• An interest in continuous improvement and practical process enhancements. 

• Eligibility to work in Singapore. 

What we offer: 

• Qualification and development opportunities. 

• A company culture committed to diversity, inclusion and social mobility. 

• A central office location. 

• Up to 23 days’ annual leave. 

• Medical insurance. 

• A supportive, social and driven team environment.