Operations & Admin Executive

Overview: The Operations & Admin Executive is responsible for ensuring the smooth and efficient functioning of the company's day-to-day operations and administrative processes. This role focuses on coordinating office administration, facility management, vendor relations, and supporting operational processes to ensure compliance and efficiency across the organization.

Office Administration (15%)

• Oversee the general office environment, ensuring that all offices supplies, equipment, and facilities are maintained and readily available.
• Manage offices inventory, including tracking, ordering, and replenishing office supplies (g. stationery, pantry supplies, etc.).
• Coordinate maintenance and repair services for office equipment, ensuring minimal downtime.
• Ensure compliance with health and safety regulations within the office environment.

Facility Management (15%)

• Manage office space allocation and layout planning in coordination with relevant departments to support organizational growth.
• Oversee the cleanliness, security, and maintenance of the office, liaising with cleaning and security service providers.
• Ensure utilities (g. electricity, water, internet, etc.) are functional, and address any issues promptly by coordinating with service providers.

Vendor & Contract Management (10%)

• Maintain relationships with external vendors, including service providers, suppliers, and contractors.
• Negotiate and manage contracts for office-related services such as cleaning, catering, IT maintenance, and other outsourced services.
• Monitor and evaluate vendor performance to ensure services are delivered in line with the agreed terms and conditions.

Travel & Event Coordination (10%)

• Organize and coordinate employee travel, including flight bookings, hotel reservations, and transportation for business trips.
• Assist in planning and executing company events, meetings, and team-building activities, handling logistics and vendor coordination.
• Support the HR team with logistics for training sessions, workshops, and company-wide events.

Document Management & Filing (10%)

• Maintain accurate and up-to-date records, including company documents, licenses, and certificates.
• Organize and archive physical and electronic documents in line with company policies for easy retrieval.
• Ensure compliance with legal requirements for document storage and disposal.

Compliance & Reporting (5%)

• Assist in ensuring operational and administrative compliance with company policies and procedures.
• Prepare and submit reports on office administration, facility management, and vendor performance as required by management.
• Ensure office licenses and registrations are renewed and comply with legal and regulatory requirements.

Support for HR Operations (10%)

• Assist HR Operations with onboarding logistics for new hires, including preparing workstations, organizing induction materials, and coordinating access to office systems.
• Support C&B with administrative tasks related to employee benefits, payroll documentation, and social insurance submissions.
• Manage and update employee attendance records, tracking leave and overtime for administrative staff.

Operational Efficiency & Process Improvement (10%)

• Identify and implement improvements to office operations, ensuring cost-effective and efficient processes.
• Provide input on technology, tools, and systems that can improve administrative and operational workflows.
• Work with cross-functional teams to optimize internal workflows, contributing to a culture of continuous improvement.

Expense Management (10%)

• Track and manage office administration expenses, ensuring expenditures remain within the allocated budget.
• Assist the Accounting Department with processing invoices and reconciling payments for office services and supplies.
• Provide regular reports on administrative spending and identify opportunities for cost savings.

Ad-hoc work (5%)

• Other tasks assigned by line manager

• Education: Bachelor’s degree in Business Administration, Operations Management, or a related field.
• Experience: Minimum 1 years of experience in office administration, operations, or a similar role.
• Knowledge:
  • Good English communication
  • Understanding of office management procedures and facility management.
  • Familiarity with vendor management and contract negotiation.
  • Basic understanding of HR processes and compliance requirements.