Agritrade International Pte Ltd – Office Manager

The Office Manager will be responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency of the Company.

CORE RESPONSIBILITIES include the following :

· Maintain a highly professional demeanour. Facilitate interactions with existing and potential customers. Ensure the security of confidential information.
· Responsible for developing, implementing and updating office policies and procedures including scheduling appointments, processing mail, answering phones and ordering supplies.
· Coordinate travel arrangements including transportation and accommodations in accordance with Company policies and to obtain most economical and efficient travel. Create travel itineraries and schedules per authorized travel requests.
· Operate and maintain standard office equipment including computers, printers, copiers, facsimile machine, postage meter, and multi-line telephone system.
· Liaise with vendors and suppliers ensuring that contracts and services are always maintain at optimal level.
· Act as focal point of contact and back-up on IT and telecommunication related matters.
· Maintenance of office supplies, pantry supplies, etc. to ensure that supplies are always maintain at optimal level
· Periodic review of supplies cost to ensure purchases are made at lowest and most reasonable price
· Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise.

· Participate actively in the planning and execution of company events, including outdoor events with Customers.
· Exhibit safety awareness and safe work practices.
· Perform other related duties as may be reasonably assigned in the course of business.
SUPERVISORY RESPONSIBILITIES include the following:

· Allocate tasks and assignments to subordinates and monitor their performance.
· Perform review and analysis of special projects and keep the management properly informed.
· Ensure top performance of office staff by providing them adequate coaching and guidance, and enforcing appropriate discipline to erring employees; planning, supervising, and assessing employees’ job performance.

HEALTH & SAFETY REPONSIBILITIES include the following:

• Work in coordination with HR on Health & Safety issues as needed
• Responsible for health and safety of the offices (prepare monthly report, workstation assessment and emergency practice).
• Ensure safely/first aid kit is kept stocked and items within latest use by date.
• Keep a report of all staff injuries and a report of any office break-ins.
• Ensure fire extinguishers are serviced / renewed on an annual basis.
• Ensure all employees work stations are well equipped and fit for a safe working environment.
• Ensure all staff is evacuated during the annual fire drill as per the fire drill policy (fire drills are normally organized by buildings management).
• Ensure all office equipment is safe to handle / use.
• Maintain office floor plan

• Preferably educated to degree level or equivalent with certification in business administration
• At least five years of senior level administrative experience within a fast paced commercial organisation
• Excellent written and verbal communication skills in English.
• Strong IT skills with proficiency in Word, Excel and Outlook Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.