About TEAM LEWIS
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. Making strategic acquisitions. TEAM LEWIS has won many prestigious awards, including Cannes Lions, PRovoke Media, ICCO, European Excellence, PRCA Digital, Digital Impact, Global Digital Excellence.
At the heart of the business is the TEAM LEWIS Foundation (TLF). A non-profit charitable entity, funded by TEAM LEWIS, the TLF makes grants to support individuals undertaking charitable activities and charitable organisations in achieving their goals. The TLF plays a constructive role in promoting social, cultural, economic, and environmental innovation that benefits society. It aims to strengthen the bonds between the communications industry, businesses, governments, and non-profits. In 2021, the TLF granted $1 million to small and large organisations all over the globe. The goal in 2022 is to grant $5 million. Community charities are championed by TEAM LEWIS’ employees, who volunteer their time and skills to provide marketing and comms support to maximise the grants’ effectiveness.
Purpose of the role
The Office Coordinator/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 is involved in the organization of TEAM LEWIS events and the booking of travel and accommodation (both domestic and international) for colleagues and guests. This role also provides key support to the HR, finance and IT team and ad hoc projects and activities for the account servicing teams.
Key responsibilities and tasks
Reception desk management
- Open and close the office and ensure that 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.
- Managing meeting room diaries and the coordination of internal and external meetings
- Managing the general operations and facilities of the office, including stock supplies of stationery and consumables, repairs, machines, and office move etc.
- Manage external contracts including cleaners, stationery, plant supplier and groceries ensuring we are getting the best service for the best price
- Organise the logistics of any assigned office initiatives and events
Operations administration
- Oversee work-desk allocation, management and application of 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
Team support
- 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
General
- 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
- Acts professionally across the agency and represents TEAM LEWIS positively
- Act with discretion, understanding the importance of being confidential with highly sensitive information
About you
- At least 2-3 years’ experience in similar capacity, creative/digital/marketing agency or consulting firm environment would be a plus
- Excellent communication skills in English, Mandarin fluency would be a plus
- Strong coordination and communication skills gained in customer-facing role (e.g. HR, recruitment, PA, receptionist, operations support).
- An awareness of people and the ability to adapt your behavior to the needs of each individual you encounter
- Ability to be calm under pressure and deal with competing deadlines
- Experience dealing with highly confidential information with discretion
- Experienced in managing a varied and changing workload
- Confident and collaborative self-starter with initiative
- Creative thinking “outside the box” to providing solutions and solving problems
- Proven experience of multi-tasking administrative projects through to completion
- Excellent presentation, written and verbal communication skills
- Strong Excel, Word and Power-point skills as well as a keen interest in social media
- Well organised; ability to prioritise; attention to detail; a pragmatic approach.
- Well presented, energetic, good-humoured, pragmatic - a credible team player
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.
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