Office Support Assistant

Job description

Overview

We are looking for an organised, reliable, and friendly Office Support Assistant to help keep our Singapore office running like clockwork.

You will be the go-to person for managing meeting rooms and desks, stocking supplies, handling couriers, and keeping things smooth behind the scenes.

You will also be the welcoming face for visitors and a helpful hand for colleagues across different teams, including those visiting from overseas.

Working closely with our Office Manager and Support Team, you’ll play a big part in creating a warm, efficient, and well-run office environment.

If you enjoy variety in your day and like being the one who makes things work – we would love to hear from you.

What will you be doing?

As the Office Support Assistant in our Singapore office, you will play a vital role in creating a welcoming, efficient, and well-organised workplace.

Your key responsibilities will include:

• Managing front desk operations by professionally handling incoming calls, greeting visitors, serving refreshments, and maintaining the internal telephone directory.
  
  
• Coordinating visitor access passes for contractors, overseas colleagues, and guests to ensure smooth and secure entry.
  
  
• Overseeing meeting room bookings and ensuring all rooms are clean, tidy, fully stocked, and equipped with functioning technology; arranging servicing when needed.
  
  
• Supporting desk bookings through the Mapiq system, assisting with reservations for interns, visitors, and travelling staff.
  
  
• Maintaining office equipment such as printer, shredder, and binder, including liaising with vendors for repairs or servicing.
  
  
• Monitoring and replenishing office supplies and pantry inventory, from stationery to coffee and snacks, including sparkling water gas cylinder replacements.
  
  
• Handling mail and courier services, including collection, distribution, dispatch, and maintaining postage supplies.
  
  
• Liaising with building management to report and follow up on facilities issues such as air conditioning, lighting, restrooms, and VIP carpark bookings.
  
  
• Coordinating confidential waste collection with the appointed vendor and ensuring proper recycling and disposal practices.
  
  
• Providing hands-on support for office social initiatives, including event planning, seasonal decorations, and ad-hoc logistics.
  
  

Qualifications

Note: Where applicable, replace strong with bold .

• Diploma or Degree holders (Fresh graduates are welcome).
  
  
• You are organised and detail-oriented, with the ability to stay on top of multiple tasks and shifting priorities.
  
  
• You have strong communication skills and a friendly, approachable manner when greeting guests or coordinating with vendors.
  
  
• You are comfortable using Microsoft Office (Outlook, pdfDocs, Word, Excel, and Teams), and quick to pick up new tools and systems.
  
  
• You embrace change with a positive attitude and adapt easily when plans or routines shift — because in a busy office, flexibility is key.
  
  
• You can work independently, take initiative, and manage your own time effectively, while also being a dependable team player.
  
  
• You are confident managing front-desk responsibilities and creating a welcoming experience for both internal and external visitors.
  
  
• You are resourceful and solution-oriented — the kind of person who spots a problem and quietly fixes it.
  
  
• You stay calm and professional under pressure, even when things get a little hectic.
  
  
• You communicate clearly in English, both spoken and written, with a polished and respectful tone.
  
  
• You are punctual, reliable, and take pride in being someone your team can count on.
  
  
• You are comfortable as this position requires working on-site at our office full-time.
  
  
• Previous experience in an office administrative or receptionist role is a plus but not required — we welcome eager candidates who want to learn and grow with us.
  
  
• Familiarity with meeting room booking systems, such as Mapiq, or other office management software.
  
  
• Basic understanding of facilities management and vendor coordination.
  
  
• Experience in office event support and social activities.
  
  
• Strong problem-solving skills and a proactive mindset, especially when it comes to improving office processes.
  
  
• Comfortable working in a fast-paced environment with evolving priorities.
  
  
• Ability to work well with a diverse team across different cultures and departments.
  
  

The Company

Welcome to NorthStandard, one of the largest and most influential marine insurers in the International Group.

We're more than just a workplace.

We're a global community of passionate maritime professionals driven and defined by our empowered, inquisitive, courageous and giving principles, and our commitment to excellence.

We believe in fostering a diverse, inclusive and dynamic work environment where everyone can be themselves, thrive, and contribute their unique talents to delivering our best for colleagues, members, customers, and the communities we serve.

You will be empowered to focus on your progression, have access to development opportunities designed to fast-track your career from the day you start, and the ability to contribute to and shape our employee experience.

In return, we offer a competitive salary and benefits package, while benefitting from a hybrid approach in our collaborative office spaces around the world.

We’re committed to continuous learning and development, building long-lasting internal and external relationships, and driving service excellence.

The Benefits

A competitive salary, discretionary annual bonus plan and benefit arrangements for everyone.

Flexible working

We offer a best in market hybrid working policy and are open to considering a range of flexible opportunities.

This includes job-sharing, part-time roles and remote working.

Taking care of you

Our people are the most important part of our club and we constantly strive for our culture and working environment to show how much we value the contribution you make.

We do this through our Employee Resource Groups, learning and development opportunities, inclusive policies and our Employee Assistance Programmes.

Social events

We host a range of get-togethers throughout the year as we believe that bringing our people together is a great way to motivate each other, inspire success, and build a stronger foundation for the club.

The Values

Empowered

By being trusted, inspired and developed

Giving

Showing we care by sharing our attention, experience and expertise

Courageous

Challenging relentlessly to create better outcomes

Inquisitive

Embracing diverse perspectives and fresh possibilities

Required Skill Profession

Supply Chain, Logistics & Transportation