Office Manager; part-time

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We are a global marketing agency that has gone from start‑up to multi‑national in little over two decades. Our success is due to a combination of factors: talented people delivering award‑winning campaigns, expanding client relationships into new markets or services, and making strategic acquisitions. TEAM LEWIS has won many prestigious awards, including Cannes Lions, PRovoke Media, ICCO, European Excellence, PRCA Digital, Digital Impact, and Global Digital Excellence.

At the heart of the business is TEAM LEWIS Foundation. In January 2021, we responded to the challenges the COVID pandemic brought to communities and charitable organisations. Our local causes scheme was launched, allowing every member to nominate a local cause for a cash donation and in‑kind support. In the past year, TEAM LEWIS has donated almost $2 million to 445 causes around the world.

Purpose of the role

The part‑time Office Manager is responsible for managing the general operations and facilities in the Singapore office, ensuring the office is fully operational during working hours. The Office Coordinator/Manager also organizes TEAM LEWIS events and books travel and accommodation for colleagues and guests. This role provides key support to the HR, finance, IT teams and to ad‑hoc projects for the account servicing teams.

• Open and close the office and ensure it is fully operational during office hours.
• Meet and greet clients and guests positively and make them feel welcome.
• Responsible for catering and consumables for the office, meetings, and events.
• Manage couriers, post, and taxis.
• Manage meeting room diaries and the coordination of internal and external meetings.
• Manage the general operations and facilities of the office, including stock supplies of stationery and consumables, repairs, machines, and office moves.
• Manage external contracts including cleaners, stationery, plant supplier and groceries to secure the best service for the best price.
• Organise the logistics of any assigned office initiatives and events.

• Oversee work‑desk allocation and management.
• Apply lift access cards with building management and door system enrolment.
• Research and book hotel rooms, taxis, and flights for colleagues and international visitors.
• Book couriers and ensure post is sent and received in a timely manner.
• Ensure that all visitors under the passport/secondment scheme have an agenda set up.

• Support the HR/Talent Team in various initiatives and projects, as and when required.
• Support the HR, Finance, IT, and Client Servicing teams with any ad‑hoc tasks.

• Proactive and ongoing communication with all stakeholders and line manager.
• Contribute and support the continuous improvement of systems, practices and policies ensuring they underpin our company culture.
• Act professionally across the agency and represent TEAM LEWIS positively.
• Act with discretion, understanding the importance of keeping highly sensitive information confidential.

• At least 2‑3 years’ experience in a similar capacity in a creative/digital/marketing agency or consulting firm environment.
• Strong coordination and communication skills gained in a customer‑facing role (e.g. HR, recruitment, PA, receptionist, operations support).
• An awareness of people and the ability to adapt your behaviour to the needs of each individual you encounter.
• Ability to remain calm under pressure and handle competing deadlines.
• Experience dealing with highly confidential information with discretion.
• Experience managing a varied and changing workload.
• Confident, collaborative self‑starter with initiative.
• Creative thinker who can provide solutions and solve problems outside the box.
• Proven experience of multi‑tasking administrative projects through to completion.
• Excellent presentation, written and verbal communication skills.
• Strong Excel, Word and PowerPoint skills, and a keen interest in social media.
• Well organised; able to prioritise, with attention to detail and a pragmatic approach.

This job description is not intended to be an exhaustive list of the responsibilities for this role. Other responsibilities may be added from time to time.

TEAM LEWIS is an Equal Opportunity Employer. We are committed to creating and fostering an environment focused on equality, empowerment and respect. We strive to create an inclusive workplace that supports and celebrates our diversity. We continue to invest in our efforts to ensure that TEAM LEWIS is a place where everyone can thrive.

Seniority level:
Not Applicable

Employment type:

Part-time

Job function:
Administrative

Industries:
Marketing Services

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