Office Manager

About the Company

COBELFRET is an established dry bulk shipping group with offices in Luxemburg, Singapore, Switzerland, Miami and Antwerp. Its global fleet includes about 100 vessels, covering ships from handysize to capesize sizes.

Role Overview

The Singapore office is seeking a proactive and adaptable Office Manager to keep day-to-day operations running smoothly. This is a hands-on position that brings together administration, HR coordination, compliance support, internal communication and employee engagement. You will serve as a key contact for staff, leadership, visitors, board members, vendors and other external contacts, helping maintain a polished, organised and efficient workplace.

Key Responsibilities

• Assist with payroll-related activities, employee onboarding and exit processes, staff records and personnel documentation.
• Coordinate expense reimbursements, health insurance matters and general employee administration.
• Support hiring activities, including job advertisements and interview scheduling.
• Handle MOM-related submissions, work pass applications and local HR reporting support.
• Act as the primary liaison for employees, management, visitors, board members, vendors and outside stakeholders.
• Manage internal messages, announcements and team updates.
• Provide a professional and welcoming experience for guests and visitors.
• Oversee general office administration, correspondence, calls and routine enquiries.
• Coordinate board meetings, including agendas, documents and logistics.
• Arrange travel, accommodation and meeting support for visitors.
• Manage office supplies, equipment, purchasing, catering and meeting room arrangements.
• Liaise with vendors, service providers, facilities and maintenance contacts.
• Support tracking of office spend and cost control efforts.
• Look for opportunities to streamline office processes and workflows.
• Prepare and maintain governance, board and compliance records.
• Monitor filing deadlines, regulatory submissions and internal follow-ups.
• Support policy documentation and rollout.
• Plan company events, team activities and employee engagement initiatives.
• Assist with onboarding and welcome activities for new employees.
• Contribute to a positive, cooperative and well-run office culture.

Requirements

• Strong ability to organise tasks and manage multiple priorities at once.
• Excellent verbal and written communication skills.
• Careful attention to detail and reliable follow-through.
• Professional and discreet, with the ability to manage sensitive information.
• Self-driven, resourceful and comfortable working independently.
• Confident interacting with senior leaders, visitors, vendors and employees across all levels.
• Good command of Microsoft Office and familiarity with digital workplace tools.
• Prior exposure to Singapore HR administration, MOM submissions, work passes or compliance processes would be beneficial.

What the Role Offers

This position offers the chance to join a respected dry bulk shipping company and work from its dynamic Singapore office. You will collaborate closely with management, employees and senior stakeholders in a broad role with autonomy, accountability and meaningful influence on office efficiency, workplace culture and employee experience.