Office Manager


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Job Description

Position Summary:

This position provides general office management for the Singapore Research & Development (R&D) department and specialized administrative support to assist the Head of Department (HOD) and site leadership team of a leading life science company.

Responsibilities:

General Office Management & Administration

General office administration including, postal and express mail pickups and delivery, pantry stocking, vendor handling for stationery and food
Travel administration including, assisting with meeting/conference planning and set up, booking venues for the events, booking hotels for visiting company employees and trainees, assisting with catering, visa invitation letters and etc.
Establishes and maintains filing system for easy retrieval of documents
Coordinates activities between departments and external parties
Handles special projects as required
Provides analytical and specialized administrative support to the Singapore R&D team in a timely and most cost-effective manner. This includes taking minutes of meetings, handling incoming/outgoing mails, business documents, preparation of presentation materials, arrange travel plans and itinerary as required.

Facilities Coordination

Analyzes office management-related problems, determines approach within guidelines, compiles and analyzes data and prepares reports and recommendations that include alternative solutions
Working with facilities team and site leadership committee for updates regarding safety and maintenance

General Finance Administration

General finance administration including vendor set up in Ariba, raising PRs / POs, invoice payments, as applicable

Employee Onboarding / Exit

Organize and coordinate onboarding resources (such as stationary, ID badges, laptop) with relevant support functions as applicable for new employees
Coordinating (but not delivering) on-boarding orientation
Assist with exit handover for departing employees

Employee Experience

Ensuring there is a consistent experience for our employees across all Singapore R&D teams
Organize Singapore R&D all-hands meetings & events

Project Management

Plan and execute basic project management for the department related project
Provide project management support for HOD and site leadership team

Listed responsibilities are an essential, but not exhaustive list of the usual duties associated with this position. Changes to individual responsibilities may occur due to business needs.

Requirements

Strong written and verbal communication in English required
Ability to write emails that are clear, concise and without unnecessary clutter
Attention to detail is mandatory as tasks are varied and often urgent (outbound travel, local visitors, office and pantry maintenance)
Excellent organization and planning skill with be required to do well in this role
Competence with Microsoft Office suite, primarily Outlook, Word and PowerPoint, required
We are looking for someone that will take direction and use a combination of good sense and logic to fulfill a given task. While training will be given, we expect you to take initiative in idea generation and executing a task with minimum supervision.
Sensitive to confidentiality and able to identify sensitive information, even if not explicitly marked confidential

All listed requirements are deemed as essential functions to this position; however, business conditions may require reasonable accommodations for additional task and responsibilities.

Preferred Experience

Minimum 5 years of relevant working experience with senior management in a multinational corporate environment preferred
Specific experience related to life sciences, biotech or pharmaceutical firms is not required

Preferred Education

Secondary/High school diploma, college/university degree preferred

Concerns regarding COVID-19 continue as positive cases are experienced in the communities in which we operate. Please be aware that, as a condition of employment, Illumina may require proof of COVID vaccination in accordance with local statutory requirements (subject to limited exceptions) beginning November 1, 2021.Illumina believes that everyone has the ability to make an impact, and we are proud to be an equal opportunity employer committed to providing employment opportunity regardless of sex, race, creed, color, gender, religion, marital status, domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, sexual orientation, pregnancy, military or veteran status, citizenship status, and genetic information.

Additional Information

Career LevelJunior ExecutiveQualificationBachelor’s Degree, Post Graduate Diploma, Professional DegreeJob TypeContractJob SpecializationsAccounting/Finance, Banking/Financial

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