Office Manager

From fast answers to deep insights, Mintel has provided research and intelligence solutions to consumer-focused businesses for more than 50 years. With a combination of syndicated tools and customized insight solutions, we are the eyes and ears in the markets that matter and the insights behind our clients' next big idea.

Office Manager will be responsible for ensuring the smooth operations of the South APAC offices (Kuala Lumpur, Singapore, Thailand, India, Australia and New Zealand). This role encompasses a broad range of administrative responsibilities, including office supplies procurement, visitor reception, meeting and event coordination, business travel and visa support, yearly office budget planning, preparation and monitoring and general assistance to cross-functional teams.

What You Will Be Doing

Office Operations & Facilities

• Oversee day-to-day office operations and facilities to ensure a clean, safe, and well-functioning work environment.
• Manage the procurement, inventory, and distribution of office supplies and stationery.
• Coordinate facility maintenance and liaise with building management for repairs and improvements.
• Reviewing costs related to the properties such as service charges, business rates and utilities including negotiations with suppliers alongside Procurement.
• Ensuring all Health & Safety standards are met and maintained.  Carrying out appropriate risk assessments taking corrective action when necessary.
• Managing invoices and ensuring maximum value for money on spend being achieved.
• Managing the relationship with suppliers, including our business travel management company to ensure that SLA's are being met and maintained.
• Manage office moves and seating plans as and when needed.
• Manage and communicate  internally communication channels for office team members on services update , procedure changes, visitor updates amongst others

Meeting & Visitor Support

• Schedule and coordinate internal and external meetings, including room bookings and catering arrangements.
• Greet and support visitors, ensuring a professional and welcoming experience.
• Assist with travel logistics for visiting employees or guests.

Travel & Visa Support

• Coordinate domestic and international travel arrangements for employees ( on request), including transportation and accommodation bookings.
• Manage relationships with travel vendors, including the business travel management company, to ensure service-level agreements (SLAs) are met and maintained.
• Liaise with external vendors to support visa applications and ensure timely processing

Administrative & Team Support

• A focal point in managing office communication.
• Assist with onboarding logistics for new hires, such as desk setup and welcome kit preparation.
• Serve as a central point of contact for office-related inquiries and ad hoc administrative support.
• Assist with office budget preparation and track expenses against the budget.
• Maintain accurate records related to APAC HR budgets for reporting and documentation purposes.
• Carry out appropriate risk assessments taking corrective actions when necessary.

Office Engagement

• Plan and organize internal office events, team-building activities, and holiday celebrations.

Other Responsibilities

• Continuously identify opportunities to streamline administrative processes and improve operational efficiency.
• Support additional tasks or special projects as assigned by management.

Who We Are Looking For

• Sound Experience in Office and Facilities Management role.
• Good collaborator and able to manage stakeholders effectively.
• Experience of carrying out risk assessments for Safety & Health matters.
• Knowledge and experience managing OSHA and BCP requirements is an added advantage
• Able to demonstrate experiences of office and facilities cost management.
• The ability to show initiative and attention to detail
• A down to earth, friendly, confident and trustworthy and enthusiastic approach
• A can do attitude and hands-on approach to fixing problems
• Excellent interpersonal and communication skills
• Excellent time management and organizational skills
• Reliable, approachable and adaptable
• Work autonomously and take responsibility for fulfilling tasks and meeting deadlines
• Previous experience in managing office moves is an added advantage.

What We Offer

• A culture that supports true collaboration whilst embracing remote working. 
• Flexible start time and end time.
• Blended (office/home) approach to work.
• Approach to personal development where we encourage individuals to grow and share what they've learned.
• Social events, both within the department and across the company.
• Generous annual leave and wider circle employee benefits.
• Additional one day off to celebrate your birthday.
• Membership in Employee Resource Groups (Mintel Diversity, Mintel Wellness, and Mintel Gives).
• Giving back is part of our culture with this in mind, Mintel gives employees 2 days' leave per year to join local volunteering activities organised by our Mintel Gives (where applicable).
• Mental health and wellbeing support via Modern Health App. 
• Beautifully designed offices foster collaboration and fun.

Mintel is an equal-opportunity employer that is committed to the strength of an inclusive workplace.

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