MICHELLE KOAY
Singapore
Summary
With over a decade of experience in office and facilities management, I specialize in optimizing operational efficiency and ensuring seamless administrative support. At Gulf Marine, I managed office facilities, coordinated with vendors, and upheld safety compliance, contributing to a well-functioning workplace. My role involved overseeing procurement, maintaining inventory, and streamlining administrative processes to support organizational goals.
Previously, as Senior Office Manager at Jellyfish, I directed office operations across APAC regions, collaborated on infrastructure expansion projects, and ensured regulatory compliance. My expertise lies in logistical planning, budget control, and fostering team motivation. A solutions-focused professional, I am driven to create efficient, compliant, and collaborative work environments.
Overview
11
11
years of professional experience
Work History
Office Services Manager
Gulf Marine
11.2023 - 08.2024
- Manage and oversee office facilities, including maintenance, repairs, and renovations.
- Coordinate with vendors and service providers for facility-related needs.
- Ensure compliance with safety and security standards and protocols.
- Ensure meeting rooms are properly clean and neat for usage.
- Assist with administrative tasks such as document management, scheduling, and correspondence when necessary.
- Streamline administrative processes and implement best practices.
- Maintain an inventory of office supplies and equipment, pantry supplies and ordering replacements as needed.
- Oversee procurement and budgeting for office supplies, pantry supplies and equipment.
- Ensure that office equipment is in working order and arrange for repairs or replacements when necessary.
- Manage relationships with various office service vendors, negotiating contracts and ensuring cost-effective services.
- Review vendor performance and make recommendations for improvements or changes.
- Coordinate and support office events, meetings, and conferences, including room setup, catering, and technology requirements.
- Lead and coordinate in planning and executing company-wide events and celebrations.
- Implement and enforce health and safety protocols within the office.
- Ensure compliance with relevant regulations and guidelines.
- Assist in developing and managing the office services budget, tracking expenses, and identifying cost-saving opportunities.
- Responsible for travel arrangements, including flight tickets, hotel bookings, travel visas and transport arrangements for Singapore office.
- Manage travel expenses processing and provide a monthly travel report and travel expenses reconciliation to Finance team.
Senior Office Manager
Jellyfish
07.2021 - 05.2023
- Oversee the management of Jellyfish offices across APAC - Singapore, Tokyo and Seoul
- Ownership of insurance policies, refreshment budgets and travel process
- Set strategies and departmental goals to be actioned by the office management team
- Assist the VP of Real Estate & Facilities in relocation, expansion, and improvement projects
- Serve as the main point of contact with third-party vendors and property management
- Ensure compliance with all local and federal regulatory requirements
- Maintain emergency response plans, property insurance policies, and asset inventories
- Manage non-IT fixed assets to ensure ISO compliance
- Oversee the coordination of Jellyfish corporate events
- Onboarding all new staff with card issuance, hardware, business cards and handbooks for each respective office
Admin Manager, Finance and HR
Taiger Singapore
01.2020 - 01.2021
- Manage all MOM work pass applications (application, renewal, appeals)
- Responsible for filing of government wage reimbursements (E.g., Maternity leave) & employment-related claims
- Maintain employee information, leave records, compensation, medical insurance, update company records and compile statistical reports concerning personnel-related data such as hires, performance appraisals, and absenteeism rates.
- Preparation of HR documents (employment contracts, confirmation, promotion etc.)
- Assist with HR communications.
- Develop and run HR reports as needed
- Provide administrative support to the deployment and execution of core and annual HR processes including employee on-boarding and off-boarding
- Follow up on new hire status
- Processing of monthly payroll (New hires, termination, etc)
- Submitting claims to MOM (Maternity Leave, etc)
- Liaising/processing with external partners on grants and claims (Course, SGInnovate, etc)
- Maintain office efficiency - establishing standards and procedures
- Maintain office efficiency through setting SOPs and regular office maintenance coordination including office supplies, inventory and IT equipment management
- Provide secretarial & administrative support to the CEO, scheduling specific meetings or events inside and outside of the office
Office Manager
Taiger Singapore
02.2018 - 12.2019
Executive Assistant
Dentsu Aegis Network Asia Pacific
04.2017 - 10.2017
- Supporting assistance to Head of M&A, Finance Directors and staff from the Legal, Finance team.
- Providing general admin support, travel and hotel booking including visa applications.
- Invoice processing with proper authorization before payment to Finance from various vendors.
- Took charge of e-filing prior to the move as company consolidating all offices to 1 main location.
- Advocate to Workday implementation and part of the change champion for the move assisting in packing and move day, company pass, Jabra headset, updating business card for the teams.
- Assist Talent Acquisition Manager to schedule interviews for potential candidates.
- Back-up to the concierge as and when shortage of manpower.
- Attending to visitors, answering calls and booking meeting and conference rooms.
Office Manager
Tiger Global Singapore
07.2016 - 12.2016
- This is a role covering maternity leave.
- Duties involves office management, work with outsourced teams IT, recruitment, payroll and book-keeping matters.
- For Executive Assistant role, leave calendar management, travel and hotel booking including visa and APEC applications.
- Ordering pantry and office stationary supplies and ensure its timely purchase.
- Provide monthly reports for reconciliation of company bank statement, employees claims, corporate cards, ensuring payments are made out to all vendors and ensuring bills are paid timely to avoid penalty charges using JP Morgan system.
- 1st tier approval for Bangalore office purchasing and review and reconciliation of their team monthly claims expenses using Concur software.
Office Manager
Cima NanoTech
07.2013 - 04.2016
- Responsible for day-to-day office administration and co-ordinate office internal meetings & events.
- Responsible for the implementation and ongoing maintenance of all office policies and procedures.
- Carry out tasks and assignments related to Purchase Requisition and Purchase Order.
- Manage and administer external contractors/suppliers to ensure office supplies, equipment and secure value for money and goods quality in purchasing, and ensure timely delivery.
- Oversee office equipment and asset management.
- Company-wide committee facilitation and participation.
- Manage and coordinate employee travel and to exercise best economical mode of travel plans.
- Identify and recommend initiatives aimed to reducing supply costs.
- Ad-hoc office administration tasks.
- To oversee, control and maintain office facilities for the continuous and uninterrupted operation and maintain the office to be a conducive working environment.
- Act as a point of contact with building management and external vendors.
- Directing and planning essential central services such as security, maintenance, cleaning, waste disposal and recycling, etc.
- Ensure the office is kept clean and presentable.
- Responding appropriately to emergencies or urgent issues as they arises.
- Identify and communicate to management any risks to office security.
- Manage administration of landlord’s lease obligations including landlord supplied maintenance items and common areas management.
Education
Bachelor of Commerce - Marketing And Banking
Curtin University
AustraliaBusiness Studies
Ngee Ann Polytechnic
SingaporeSkills
- Facilities management
- Budget administration
- Event coordination
- Problem-solving abilities
- Critical thinking
Languages
English
Bilingual or Proficient (C2)
Malay
Bilingual or Proficient (C2)
Chinese (Mandarin)
Intermediate (B1)
Timeline
Office Services Manager
Gulf Marine
11.2023 - 08.2024
Senior Office Manager
Jellyfish
07.2021 - 05.2023
Admin Manager, Finance and HR
Taiger Singapore
01.2020 - 01.2021
Office Manager
Taiger Singapore
02.2018 - 12.2019
Executive Assistant
Dentsu Aegis Network Asia Pacific
04.2017 - 10.2017
Office Manager
Tiger Global Singapore
07.2016 - 12.2016
Office Manager
Cima NanoTech
07.2013 - 04.2016
Bachelor of Commerce - Marketing And Banking
Curtin University
Business Studies
Ngee Ann Polytechnic
KEY ACHIEVEMENTS
- Cost Reduction Initiative: Implemented cost-saving measures reducing office expenses by 15% over a year.
- Event Coordination Success: Successfully coordinated company-wide events for over 300 employees, enhancing team cohesion.
- Process Efficiency Improvement: Streamlined administrative processes, improving operational efficiency by 20% across three offices.
- Office Relocation Efficiency: Managed office relocation project with zero disruptions, saving company $50,000 in expenses.
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