Office Coordinator

About The Role

This is an excellent opportunity to build your career in a people focused environment supporting employees and consultants across Singapore and Malaysia. As Operations Assistant, you will help ensure the smooth, safe and professional day-to-day running of the office and Skills Lab.

The role covers facilities, health and safety, IT coordination, assets, suppliers, travel, events and Skills Lab activities. It suits a highly organised, service-focused individual with strong attention to detail and confidence working with varied stakeholders.

Duties and Responsibilities

Operations

• Act as the main office contact for employees, consultants, clients, visitors and suppliers; welcome Skills Lab visitors and manage the main telephone line.
• Oversee the day-to-day office environment, including stationery, pantry supplies, stock records and an organised, welcoming workplace.
• Coordinate facilities services and liaise with building management, cleaners, contractors, property agents and vendors on maintenance, repairs and office requirements.
• Log and follow up on operational issues, escalating when required.
• Support health, safety, security and emergency preparedness, including records and first-aid and fire-safety training.
• Provide first-line IT support and coordinate complex requests with IT.
• Set up workstations for new starters, including equipment, system access and access cards.
• Maintain asset records and coordinate equipment allocation, loans, returns, secure storage and annual audits.
• Coordinate APAC travel, couriers, deliveries and collections in line with company policy.
• Collate invoices and support expense and company credit-card administration, ensuring complete and timely documentation.
• Support procurement by obtaining quotations, coordinating approvals, placing orders and tracking delivery.
• Manage supplier records and relationships, escalating service or performance issues where necessary.
• Coordinate local events with the People and Marketing teams, including venues, refreshments, materials and logistics.
• Support office moves and workplace changes, including liaison with property agents.
• Maintain operational records, trackers, checklists and procedures; prepare routine updates and identify process improvements.
• Handle information appropriately and comply with data protection, confidentiality, health and safety, security and company requirements.
• Undertake other reasonable operational and administrative duties as required.

Skills Lab

• Provide administrative support to the Head of Skills Lab and wider team, maintaining accurate DMS trainer and course schedules.
• Act as the main contact for in-house and bench consultants, resolving routine queries and escalating issues appropriately.
• Coordinate new consultant accounts with IT and conduct administrative inductions on systems, processes and office requirements.
• Manage Skills Lab software licences, allocation and renewal records.
• Collect, record and report trainee feedback; maintain trainee photographs and profiles in DMS, LTP and Salesforce.
• Validate daily bench sign-in records and manage attendance with the People Team.
• Issue communications on CX and Skills Lab workshops, schedules and operational updates.
• Coordinate consultant IT issues and manage Skills Lab laptop allocation, tracking and returns.
• Coordinate weekly in-house consultant meetings with Sales, the People Team and Skills Lab, including scheduling, notes and follow-up actions.
• Manage return-to-office activities for bench consultants, including CV updates, reassessments and return-to-bench inductions.
• Schedule training rooms, coaches and consultants and coordinate room setup, materials and course logistics.
• Maintain Skills Lab records and reports covering attendance, schedules, feedback, assets and outstanding actions.
• Work with Sales, Recruitment, the People Team, IT, CX and Skills Lab colleagues to deliver an efficient consultant experience.

What we offer

• Qualification and development opportunities.
• A company culture committed to diversity, inclusion and social mobility.
• A central office location.
• Up to 23 days’ annual leave.
• Medical insurance.
• A supportive, social and driven team environment.

About You

• Previous experience in administration, office coordination or operations support is desirable.
• Strong organisation, time management and attention to detail, with the ability to manage competing priorities and maintain accurate records.
• Excellent communication and interpersonal skills, with confidence working with stakeholders at all levels.
• A proactive, collaborative and service-focused approach, with sound judgement and a commitment to quality and efficiency.
• Ability to work independently, use initiative, handle confidential information and escalate issues appropriately.
• Proficiency in Microsoft Office; experience with CRM, scheduling or document-management systems is advantageous.
• Confidence using office technology and coordinating routine IT or equipment requests.
• An interest in continuous improvement and practical process enhancements.
• Eligibility to work in Singapore.

FDM powers the people behind tech and innovation. For 35+ years, we have helped people start careers through training, coaching, and client work. FDM has 18 centres, 300+ client partners, and 20,000+ careers launched.

Diversity, equity, and inclusion

Tech careers should be open to everyone. With 75+ nationalities, FDM welcomes people from all backgrounds, identities, and experiences.