Office Manager and Business Support Administrator at CloserStill Media

, , Singapore -

Full Time

Start Date

Immediate

Expiry Date

26 Mar, 26

Salary

0.0

Posted On

26 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Logistics Coordination, Salesforce, Microsoft Office 365, Communication Skills, Organizational Skills, Multitasking, Attention to Detail, Confidentiality, Team Player, Service Orientation, Procurement, Finance, HR Administrative Processes, Event Coordination, IT Support

Industry

Events Services

Description

WHO WE ARE CloserStill Media is a global leader in organising over 80 market-leading business exhibitions across learning, healthcare, technology, and veterinary sectors in Asia, the UK, Europe, and the USA. Our portfolio includes fast-growing and award-winning events such as the Singapore Vet Show, Big Data & AI World, Cloud & AI Infrastructure, Cyber Security World, Data Centre World, eCommerce Expo, Learning Technologies, and DevLearn. We have won more than 60 major industry awards, including Best International Show at the AEO Excellence Awards 2025 and Best International Show – Asia Pacific for Tech Week Singapore at the EN Awards 2025 in London. These accolades reflect our commitment to delivering world-class events that foster innovation and growth. WHO WE ARE LOOKING FOR We are seeking a highly organised, proactive and reliable professional to join the Singapore Office in a pivotal operations capacity. This individual will ensure the smooth day-to-day running of the office, uphold Health and Safety standards and maintain a strong physical presence on site as required. The role requires close collaboration with internal teams and external partners to deliver seamless experiences for all and provides hands-on support onsite at CSM events. If you excel at multi-tasking, logistics coordination and delivering professional, proactive service in a fast-paced environment, this is the role for you. RESPONSIBILITIES Office management • Ensure the maintenance of the office is kept to a high standard, which includes liaising with outside agencies such as landlords, plant rental providers, office equipment providers, caretakers and cleaning agents, etc. • Book repair work for the office where required and assist in office equipment disposal. • Organise company events and activities for the Singapore Office, such as team bonding events, barbeques, notable date celebrations, etc. • Organise and arrange board meetings. • Manage meeting rooms by ensuring a booking system and that they are used in the appropriate manner. • Deliver induction to new joiners, ensuring that they are familiar with the office and office equipment and the health and safety protocols, including fire evacuation procedures. • Management of stationery and pantry supplies. • Organise DSE assessments and manage risk assessment under the supervision of manager, and order specialist office furniture in line with requirements. • Coordinate First Aiders, ensuring all certification is up to date, kept on file and the groups have the relevant support needed to be successful. • Perform administrative duties such as appropriately disseminate office correspondence, ensure post/packages/courier are sent as required and run any office errands as required, etc. • Setting up employee/contractor/temp workers workstations and maintain an enjoyable working environment, including setting up festive decorations. • This role requires physical presence in office on new joiner’s first day and exiting employee’s last day to assist in the onboarding process (office induction, laptop set up, update of email address to photocopier etc) and offboarding process (collection of company assets, etc). • Any other ad hoc duties as requested by manager and management. Accounting and Finance • Check and approve opportunities on Salesforce timely and efficiently. • As the Salesforce administrator in the Singapore office, check and make necessary changes required on Salesforce and ensure proper filing of sales contracts. • Raise Purchase Requisitions and follow up on invoices and payments, which includes, but not limited to, setting up vendors on Unit4, responding vendor queries, etc. • Any other ad hoc duties as requested by manager and management. Business support • Manage monthly company credit card spend. • Coordinate travel arrangement for the Singapore team. • Assist Chairman in submitting travel claims. • Collaborate with sales leaders on ensuring that diligent administration of the client rebook process is strictly followed before, during and after events • Occasional travel to events (in Singapore and Overseas) to provide admin support to the sales team during the onsite client rebook process • Assist HR Manager with confidential HR-related matters and administrative tasks as and when required. • Any other general administration as required, but not limited to, coordinating audit-related documents, assisting in any Cloud Expo Asia Pte Ltd’s show or summit preparation, etc. • Any other ad hoc duties as requested by manager and management. IT support • Maintain laptop and computer peripheral device inventory for the Singapore office on behalf of the IT team and be a contact point for the IT team for such an inventory. Ensure that new joiners’ laptop are set up in time. • Any other ad hoc duties as requested by manager and management. ABOUT YOU • Experience in a similar office administration / business support role. • Previous use of Salesforce would be beneficial. • Proficiency in Microsoft Office 365 suite (Outlook, Excel, Word, Teams, SharePoint) and general IT literacy. • Ability to work with conflicting deadlines and priorities while maintaining accuracy and professionalism. • Strong organisational skills and multitasking skills with attention to detail. • Excellent verbal and written communication skills. • Discretion and ability to handle confidential information. • Proactive team player with a service-oriented attitude. • Basic understanding of procurement, finance or HR administrative processes would be an advantage. DIVERSITY AND INCLUSION CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation. We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status. WORK LOCATION: This role is based in Singapore. PERSONAL DATA CONSENT: The information you provide in your job application will be used and processed by or on behalf of CSM for purposes related to your registration of interest in current or future employment with CSM and for the processing of your application for employment. We will collect and use the personal data that you have supplied to facilitate the processing of your application for employment purposes. We will use personal information such as telephone number and/or email address to contact you on job opportunities. Please note that the information you provide may be used by a third party to enable us to process your application. These third parties may be located outside of Singapore to carry out some of the processing and administrative functions for CSM and would be under duty of care to maintain the appropriate levels or security and confidentiality and only use the information as instructed by CSM. The personal data held by CSM relating to the applicants will be kept strictly confidential. CSM may collect information through other sources for processing and evaluating your application for employment. If your application is successful, the information will be used in the administration of your employment. CSM may provide and/or transfer such data, whether in Singapore or outside of Singapore, to (i) any other departments within CSM or if necessary, with Government agencies; (ii) any third party service provider who provides administrative, data processing, computer or other services to CSM. As part of assessing your suitability to work with CSM, we may use your information to conduct reference checks in accordance with CSM's HR Policy. If your application is unsuccessful, CSM may retain and use the information to deal with any matter which may arise in connection with your application, for purposes of contacting you in connection with ongoing recruitment opportunities, as well as for data analysis and business purposes. If you do not wish to be considered for positions in CSM other than that you have applied for, please write in to hr@closerstillmedia.com. By submitting this job application, you consent and agree to your data being used in conjunction with the recruitment and employment purposes at CSM. In order to maximise your opportunities to work with CSM, you are encouraged to keep the information provided to us up to date at all times. You are responsible for ensuring that the personal data is correct and true. You also have the option to withdraw your consent anytime.

Responsibilities

The Office Manager and Business Support Administrator will ensure the smooth day-to-day running of the office, manage office maintenance, and coordinate company events. Additionally, the role involves administrative support, financial tasks, and IT inventory management.