HR & Office Manager (Part-Time)

Kepler executes engineered marketing, where every message and ad delivered helps create a more personalized and productive relationship between brands and their consumers. We do this by acting as clients’ agency of record, as their in-house team, or some hybrid of the two – and by harnessing data and technology across all paid digital media channels.

Kepler prides itself on being a great place to work. In fact, we’re proud to share that AdAge recognized Kepler among the Best Place to Work in 2022, validating our investment in our team and our clients.

• We're transparent with our employees. You'll hear updates on company financials, how we're managing our clients, and how we're responding to challenges we face. 
• We're growing. For you, that means unparalleled growth opportunities and a role in shaping the direction of the company. 
• We're fun. You'll work with and learn from the smartest people in the industry and have a blast doing it. 

Team Overview

Headquartered in the U.S., Kepler is an organization of 600+ individuals working across 8 offices globally.  Our Singapore office, which has operated for over 5 years, is small but mighty, with our team continuing to grow as we manage our clients’ media programs across APAC.  Our day-to-day staff are primarily focused on clients and their businesses, which means we need additional help to manage our internal operations.  We are closely aligned with Kepler global teams and processes, but we are looking to complement that with better local support for our staff in Singapore.

Role Description

We are seeking an organized and proactive Office Manager with experience in HR to support our Singapore team.  This is a part-time role (10-20 hrs per week) focused on maintaining smooth office operations and promoting Kepler culture while also handling essential HR and administrative functions.  We are flexible with in-office or at-home work arrangements, though we would ideally have this person in our Cross Street Exchange office once per week.

The successful candidate will be expected to focus on communication with colleagues at all levels in the Singapore office and will also have the opportunity to collaborate with global colleagues to ensure consistency among Kepler processes.  Success in the role requires attention to detail, a solution-oriented mindset, and an open and friendly attitude.

Responsibilities include (but not limited to):

HR & Administrative

• Serve as a primary point of contact for Singapore staff inquiries about health care, company policies, or other general needs, working with office leadership and Kepler global functions to escalate as appropriate
• Work with the global HR team to facilitate hiring and onboarding of new Singapore staff, including contracts, online system setup, and in-person logistics
• Administer employee change letters, i.e. probation, promotion, payrise, role change, leaver
• Partner with office leadership to maintain office policies and update our internal wiki
• As needed during hiring periods, work with our recruiting team to help with the logistics of scheduling interviews, tracking candidates, and aggregating feedback
• Provide general administrative support for office leadership and high-priority company initiatives
• Help organise major team events, including quarterly outings
• Maintain a weekly update with office leadership (based in Singapore and the U.S.) to organize and track on-going initiatives and issues
• Proactively provide ideas for new initiatives or improvements to promote Kepler culture and make the office run even smoother

Office management

• Establish yourself as the main point of contact for all office-related inquiries
• Coordinate with our serviced/co-working office provider (JustCo) including items like employee passes, cleaning and maintenance issues, deliveries, and meeting room reservations
• Maintain an office inventory - particularly our food pantry and office supplies - as well be responsible for IT equipment tracking and coordination with our central IT team
• Organise office operational procedures, including Health and Safety, First Aid and Fire Safety 
• Help maintain our office calendar, including holidays, team annual leave schedules, and major events

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