Office Coordinator

Department: Core - Business Infrastructure & Operations

Employment Type: Permanent - Full Time

Location: Singapore

Description

Key Responsibilities

• Be a trusted day-to-day contact for the Singapore office, helping employees, visitors, suppliers, landlords, managing agents and building management get things done smoothly.
• Keep the workplace running well by coordinating access, contractor visits, building requests, maintenance, cleaning, utilities, repairs, equipment and general office upkeep.
• Support office moves, fit-outs and workplace changes, including quotations, access arrangements, relocation logistics, address-change processes and documentation.
• Coordinate suppliers and service providers, from onboarding and documentation to quotations, follow-ups and recurring office service arrangements.
• Help procurement and finance processes move forward by supporting purchase orders, invoices, remittance advice, proof of payment, deposits, refunds, account credits and billing queries
• Support legal, contract review and compliance activities by collating documents, tracking comments, coordinating approvals, arranging signing steps and supporting inspections or maintenance attendance.
• Bring people together by coordinating office events, team activities and Wider Asia group meetings, including venue liaison, transport, supplier onboarding, budget tracking, risk assessments and stakeholder coordination.
• Maintain clear records and help strengthen APAC BIO ways of working through better templates, checklists, standard operating procedures and practical process improvements.

Skills, Knowledge and Expertise

• Experience in office coordination, business operations, facilities, administration, procurement support or another role where strong follow-through and coordination were essential.
• Highly organised and detail-conscious, with the ability to juggle competing tasks, keep stakeholders updated and make sure actions do not fall through the cracks.
• Clear, professional and approachable communicator who is comfortable working with colleagues, building management, landlords, suppliers and service providers.
• Practical, proactive and calm under pressure, with good judgement on when to resolve matters independently and when to escalate.
• Comfortable working with suppliers, forms, quotations, purchase orders, invoices, approvals and other operational documentation.
• Good working knowledge of Microsoft Office tools, especially Outlook, Excel, Word and Teams, with fluency in written and spoken English.
  
  

• Experience in a fast-growing international business or professional services environment.Experience supporting office moves, fit-outs, workplace changes, facilities projects, office events or regional group meetings.
• Experience with procurement, supplier onboarding, purchase orders, invoice processing, ERP workflows or vendor-led services.
• Familiarity with Singapore office operations, building management processes, utilities, local supplier coordination and continuous improvement of workplace processes.
  
  
   
  
  

What we offer

• A fun, informal, collaborative and international work culture
• Private medical insurance
• Access to the Aurora Academy, our training programme offering a range of opportunities to develop your skills
•  Access to our Employee Assistance Programme (EAP), offering a complete support network that offers expert advice and compassionate guidance 24/7/365, covering a wide range of personal and professional aspects