PUBLICIS SINGAPORE

About PUBLICIS SINGAPORE

Roles & Responsibilities Publicis Communications is the creative communications hub of Publicis Groupe, bringing together the Leo Burnett, Saatchi & Saatchi, Publicis Worldwide, BBH, Marcel, Fallon, MSLGROUP, Digitas/Arcade and Prodigious networks Present in over 100 countries, Publicis Communications aims to deliver transformative work to its clients and to attract the best talents in the industry. Publicis Communications draws upon the expertise of over 30,000 employees. "Our ambition is to be the indispensable creative partner to our clients in their own transformation, by delivering seamless access to the creative firepower of our networks through end-to-end platforms linking consumer insight, brand knowledge and creative ideas, boosted by data and technology." Arthur Sadoun- CEO Publicis Communications Job Description The Office Manager manages the overall daily office operations of Publicis Communications Singapore, this includes office management and its policies, technology, vendor contracts and management of Publicis Communications office and administration staff. The office manager also ensures that all required and related information is suitably disseminated and made available to all employees. The Office Manager is part of the Administration team. Office Administration Oversees daily office operations, travel coordination and bookings, facilities related contracts (including but not limited to general insurance related to the facilities and assets) and administration, manages vendor relationships, acts as primary liaison with Publicis Media Singapore’s landlords (and subtenants), develops and oversees office standard operating procedures and policies Responsible for all new hire pre-preparation such as employee set-up, name cards and other relevant office access/requirements Conduct facilities and office related induction/on-boarding for new hires upon commencement Organising all building maintenance and manage tradesmen to ensure hazards are fixed in a timely manner and any necessary work is carried out Oversee and manage Business Continuity Process and Plan Ensure office is adequately provisioned for with required items or maintained appropriately. This includes but not limited to office stationary, pantry, meeting rooms facilities and office telephones. Responsible for all office related duties (including maintenance of printers) and for ensuring a neat and tidy office environment at all times. i.e. halls, passages, boardroom, meeting rooms, kitchen, reception area – are kept tidy, clean and free from boxes, paper or other deliveries. Any other general admin duties Technology/Systems Management Oversee network administration, manages phone system and evaluates information systems. Implement and manage all the office management systems. Implement and manage any travel management software. Devise and maintain office filing system Manage use and administration of corporate phones and its policies Process Review Management Regularly review and update office processes, procedures and policies. Develop guides, documents and presentations for updating staff. Ensures such information is communicated effectively and also made available to all employees. Event Management Lead and organise nominated on-site and off-site events which include but are not limited to; breakfast meetings, directors meeting, team bonding days/activities, training and client functions. Liaise with vendors, book venue/rooms, manage invitation/distribution lists, attendances and catering. Including preparation of required documents where overseas guests are invited. This includes but not limited to visa or invitation letters. Qualifications Experienced understanding of general administration process & procedures. Experienced understanding of office/supplier databases and systems. Significant experience in managing company conferences & events. Strong analytical and problem-solving abilities Excellent interpersonal and relationship building skills. Able to build rapport and manage multiple stakeholders. Excellent written and verbal communication and presentation skills, able to manage and make office wide announcements and presentations Flexibility and ability to work on multiple projects Able to work effectively as part of and manage a team Able to use considerable judgment, initiative and independence Able to maintain confidentiality Advanced working knowledge of PowerPoint and intermediate knowledge of Excel, Word and Outlook At least 5 years of relevant office administration experience in an Office Management capacity. A minimum of a basic management degree

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