Office Manager & Executive Assistant (Regional Operations)

We are looking for a highly organised, dependable, and proactive Office Manager & Executive Assistant to oversee office operations, manage HR and payroll administration, and provide high-level support to Directors for our Shared Service Centre.

This role plays a critical part in ensuring smooth day-to-day operations while supporting regional HR, payroll, and administrative functions. The successful candidate will also act as a key liaison between the Cebu office and HQ, while providing professional and confidential executive support to senior leadership.

Key Responsibilities

• Process monthly payroll for regional staff across Singapore, Malaysia, and the Philippines.
• Submit and ensure accuracy of statutory contributions for regional staff across jurisdictions.
• Verify and file annual tax submissions for all regional staff in accordance with the requirements of each jurisdiction.
• Process work pass applications for new staff, when necessary.
• Process new staff employment contract briefing and onboarding.
• Process staff leaving of service, including clearance and final pay computation.
• Maintain accurate and up-to-date payroll records for all regional staff.
• Handle payroll queries from staff across all three countries with discretion and professionalism.
• Coordinate with counterpart HR and finance teams to ensure alignment on payroll timelines, statutory deadlines, and reporting requirements.
• Verify and approve employee claims in accordance with company policy.
• Manage onboarding and offboarding processes for Cebu-based and regional staff.
• Maintain and update employee records in the HRMS in accordance with group policies.
• Coordinate leave management, attendance tracking, and timesheet oversight.
• Support the administration of employee benefits including HMO, insurance, and statutory contributions.
• Assist with HR correspondence including employment letters, advisory notices, and general communications.
• Support performance review cycles and training coordination as directed by Singapore HQ.
• Ensure adherence to company HR policies and procedures, and act as the point of contact for HR compliance matters.

• Manage company assets such as office supplies and equipment, and oversee the procurement of equipment and services for the upkeep of the office as required.
• Ensure the office environment is well-maintained and fit for operational needs.
• Organise and coordinate company events such as meetings, townhalls, and various company activities.
• Arrange travel, accommodation, and itineraries for staff as required.
• Ensure adherence to company policies and procedures, and act as the point of contact for administrative compliance.
• Sourcing of vendors and suppliers for quotation comparisons and procurement decisions.

• Prepare the annual and monthly budget for office expenditure, planning spending timelines and analysing variances.
• Monitor office spending for adherence to budget and recommend variances to management as necessary.
• Initiate corrective actions where spending deviates from approved budget.
• Analyse expenditure trends and provide management with regular summaries to support financial planning.

• Organise the Directors calendar, scheduling meetings, appointments, and travel arrangements, while resolving conflicts to maximise efficiency.
• Prepare essential documents such as meeting agendas, reports, presentations, and briefs.
• Actively participate in high-level meetings, contributing to discussions and decision-making processes as required.
• Take comprehensive meeting notes, handle minute-writing, and ensure timely follow-up on action items to maintain project progress.
• Conduct research and data analysis to identify insights and trends that will aid the Managing Director in strategic decision-making.
• Provide well-organised reports and presentations based on research findings.
• Collaborate, facilitate, and coordinate projects with executives, internal teams, and external stakeholders, ensuring seamless execution and alignment with company goals.
• Act as a liaison between departments to ensure clear communication and successful project delivery.
• Handle incoming correspondence (emails, phone calls, letters) on behalf of Directors, screening, prioritising, and responding as necessary.
• Draft professional and personal correspondence to ensure timely and accurate communication.
• Manage and maintain the Knowledge Management System, ensuring organised and efficient access to information.
• Handle dictation, note-taking, and documentation management for easy retrieval and reference.
• Plan and coordinate the Directors travel, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries and handle any logistics-related issues that arise.
• Organise corporate and personal events, managing logistics such as venue selection, catering, invitations, and day-of event coordination.
• Handle personal errands and tasks such as scheduling personal appointments and arranging personal travel and social engagements.

• Serve as the group’s representative in Cebu for operational, administrative, and HR matters.
• Coordinate with counterparts in Singapore, Malaysia, and the Philippines on cross-border HR and payroll matters.
• Serve as the primary point of contact with the group’s retained legal counsel in the Philippines.
• Manage documentation flow between the office and legal counsel, ensuring timely submission and response.
• Maintain organised records of legal correspondence, retainer agreements, and matter status updates.
• Support corporate reporting requirements and prepare regular updates for Singapore leadership.
• Act as the primary point of contact between the Cebu office and Singapore headquarters for all administrative matters.
• Participate in various projects and tasks as assigned by the Management.

Job Requirements

• Minimum 3 years of relevant experience in office management, HR administration, or payroll processing.
• Proven experience managing payroll for a headcount of at least 40 employees, preferably in a multi-entity or multi-jurisdiction environment.
• Prior experience providing executive or personal assistance to C-suite or senior management is an advantage.
• Experience working with or reporting to a foreign principal or regional HQ is an advantage.

• Strong numerical accuracy and attention to detail, particularly for payroll processing.
• Working knowledge of Philippine statutory payroll requirements (SSS, PhilHealth, Pag-IBIG, BIR).
• Proficiency in HRMS or payroll software is an advantage.
• Proficient in Microsoft Office (Excel, Word,Powerpoint).
• Excellent written and spoken English; ability to communicate clearly with Singapore and regional leadership.
• High degree of discretion and confidentiality in handling sensitive payroll, HR, and legal data.
• Self-directed and able to work independently with minimal on-site supervision.
• Organised, methodical, and able to manage multiple priorities under deadline.
• Calm and professional under pressure, with strong interpersonal and communication skills befitting C-suite support.

• Highly organised and dependable
• Proactive and self-directed
• Detail-oriented with strong sense of accountability
• Strong interpersonal and coordination skills
• Able to balance operational execution with executive support responsibilities