This role is responsible for the strategic management of office operations, facilities, and health & safety initiatives. It encompasses the full lifecycle management of company assets, office expense control, and indirect procurement compliance. The position serves as a key cross-functional stakeholder liaison (Finance, IT, etc.) and drives sustainability agendas. Additionally, the role is pivotal in orchestrating employee events and internal communications to cultivate a vibrant, safe, and inclusive workplace culture.

What you'll do

Office Operation & Logistics

• Oversee the daily operations of the office, ensuring a clean, organized, and professional work environment.
• Supervise and manage cleaning staff to maintain high standards of cleanliness.
• Oversee office expense analysis and control.
• Manage the company's mail and sample rooms, including receiving, sorting, and distributing mail, packages, and product samples. 
• Develop and implement efficient office policies and procedures to improve workflow and productivity.
• Handle logistics for internal meetings and conferences as needed.

Facilities Management & Safety

• Conduct office facility orientation for new hires and ensure their compliance with safety and operational protocols. 
• Execute sustainability initiatives, including data tracking, reporting, and organizing eco-friendly office campaigns. 
• Manage and coordinate with external vendors and contractors for maintenance, repairs, and office services. 
• Manage the full lifecycle of company assets, including maintaining accurate inventory, coordinating procurement, allocation, and disposal, and conducting regular audits to ensure proper maintenance and record accuracy. 
• Support in OHS initiatives, including coordinating and overseeing first-aider training, AED maintenance, and fire extinguisher maintenance to ensure a safe environment. 

Employee Events & Communications

• Plan, coordinate, and execute company-wide employee events, such as holiday parties, team-building activities, and company celebrations. 
• Manage internal communications related to office updates, events, and company news.
• Support the company's internal branding efforts by ensuring a consistent and positive employee experience. 
• Collaborate with HR and management to create a vibrant and inclusive company culture. 

Stakeholder Collaboration 

• Serve as the local administrative interface for Finance to facilitate routine financial tasks, including intercompany documentation, banking errands, and expense administration support. 
• Serve as the liaison for IT services, coordinating with onsite support and acting as the point of contact for the Headquarters IT team to facilitate remote configurations and troubleshooting as needed. 
• Oversee indirect procurement processes and policies, ensuring team-wide compliance and effective execution. 
• Provide proactive administrative support to various departments to facilitate cross-functional projects and operational synergy. 

Other tasks that assigned by Manager

What you'll need

• Minimum of 5-7 years of experience in an administrative or office management role, or Assistant role. 

• Exceptional organizational and time-management skills.

• Excellent problem-solving abilities and a meticulous attention to detail.

• Experience in planning and executing events and/or internal communications is a plus.

• Proficiency in Google Workspace (Docs, Sheets, Slides, Gmail). 

• Strong written and verbal communication skills.

• Ability to work independently with minimal supervision.

What you'll receive

• Strategic Scope Expansion: As the company grows, you will have the opportunity to take on greater responsibilities in office operations strategy, complex facilities management, and process improvement projects, playing a key role in organizational efficiency.

• Cross-Functional Leadership: This role serves as a hub for cross-departmental collaboration, offering exposure to Finance, IT, and Procurement operations, which builds a strong foundation for a broader career in business operations or corporate services management.

• Professional Skill Enhancement: You will continuously refine your skills in corporate event planning, internal branding, and communications, while gaining exposure to sustainability reporting and strategic facilities planning.