Office Manager

About TEAM LEWIS

We are a global marketing agency that has gone from startup to multinational in little over two decades. Our success is due to a combination of factors. Talented people delivering awardwinning 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 nonprofit 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 nonprofits. 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
• Organise the logistics of any assigned office initiatives and events

Operations administration

• Oversee workdesk 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 adhoc 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 23 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 customerfacing 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 selfstarter with initiative

• Creative thinking outside the box to providing solutions and solving problems
• Proven experience of multitasking administrative projects through to completion
• Excellent presentation written and verbal communication skills
• Strong Excel Word and Powerpoint skills as well as a keen interest in social media
• Well organised; ability to prioritise; attention to detail; a pragmatic approach.
• Well presented energetic goodhumoured 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.