Office Coordinator

Acronis is a world leader in cyber protection—empowering people by providing them with cutting-edge technology that enables them to monitor, control, and protect the data that their businesses and lives depend on. We are in an exciting phase of rapid-growth and expansion and looking for someone who is ready to join us in creating a #CyberFit future and protecting the digital world!

We are looking for an Office Coordinator to join our Singapore team. The Office Coordinator is a highly visible and integral member of the team and will be responsible for supporting all general administration for our Singapore office, including front office support, reception, HR administration, facilities, customer support, guest services, and other related office support activities and events.

We are looking for a highly motivated individual who thrives in a fast-paced, high volume, work environment. The ideal person will possess a strong independent work ethic and the ability to work effectively without supervision. They will also have exceptional resource management and prioritization skills, with the ability to communicate effectively with all levels of an organization. This person must be willing to embrace our culture and environment and be willing to do whatever it takes to get the job done. We need someone who is hands-on, dependable, and committed. 

Every member of our “A-Team” has an instrumental role and impact on the success of Acronis’ business, so we are looking for a highly-motivated individual who thrives in a fast-paced and high-volume, work environment. The ideal candidate for this position will not only possess the skills and experience required but will also possess a positive attitude and ability to solve complex problems and work in a fast-paced and rapidly changing environment. And just like every position at Acronis, the ideal candidate will embody all of our company values: responsive, alert, detail-oriented, makes decisions, and never gives up.

WHAT YOU'LL DO

• Provide Front desk reception duties for the office which includes handling all phone calls and managing internal & external customers timely and professionally
• Receive and greet all visitors in a professional manner
• Collect and distribute all incoming mail and courier items, handle outgoing mail
• Ensure reception area is presentable, with all necessary stationery and material
• Provide basic and accurate information in-person and via phone/email
• Maintain office security by following safety procedures and controlling access via the reception desk
• Order office supplies and keep an inventory of stock
• Coordinate office cleaning
• Assist in market research to identify the best service providers in terms of costs and service quality for office supplies, couriers, and cleaning services
• Assist in the coordination of ad-hoc company functions/events
• Assist in any ad-hoc duties, projects, and activities as and when required
• Provide administrative support to the team
• Receive and archive original contracts, invoices, expense reports
• Scheduling medical appointments for the new hires
• Prepare welcome packs and access cards for the new hires
• Works with Help Desk and Procurement to make sure employees have the necessary equipment on their first day (after we will hire a HelpDesk colleague, this will be done by the respective colleague)
• Prepare work equipment for the new hires (after we will hire a HelpDesk colleague, this will be done by the respective colleague)
• Help HR department with collecting signatures for the Health & Safety training reports for employees
• Monitor employees’ presence in the office during Covid and afterward for hybrid model work (helping with online booking system implementation
• Make sure the local Covid-19 policy is followed in the office

WHAT YOU BRING (EXPERIENCE & QUALIFICATIONS)

• Proficient in MS Office Applications (Word, Excel, PowerPoint)
• Strong communication and interpersonal skills
• Highly organized, reliable, and professional
• Able to prioritize and work under pressure
• Proactive, energetic, and ability to multi-task
• Detail-oriented and able to meet deadlines
• Work independently, under minimal supervision
• Able to handle confidential information in a discreet professional manner

WHO WE ARE

Acronis is revolutionizing cyber protection by unifying backup, disaster recovery, storage, next-generation anti-malware, and protection management into one solution.  This all-in-one integration removes the complexity and risks associated with non-integrated solutions and offers easy, complete and reliable data protection for all workloads, applications, and systems across any environment—all at a low and predictable cost.

Founded in Singapore in 2003 and incorporated in Switzerland in 2008, Acronis now has more than 2,000 employees and offices in 34 locations worldwide. Its solutions are trusted by more than 5.5 million home users and 500,000 companies, and top-tier professional sports teams. Acronis products are available through over 50,000 partners and service providers in over 150 countries and 26 languages.

Acronis is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, marital status, national origin, physical or mental disability, medical condition, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, gender identity or expression, or any other characteristic protected by applicable laws, regulations and ordinances.

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