This role supports the Office Manager in overseeing day-to-day office operations, facilities, and administrative functions. It requires a hands-on approach, strong coordination skills, and the ability to operate effectively in a fast-paced environment. You will work within a matrix structure—collaborating with local leadership while contributing to broader operational priorities.
Key areas of responsibility include:
- Office operations and facilities management
- Visa, work permit, and employment pass coordination
- General HR and administrative support
- Additional operational projects as assigned
Office Operations & Facilities Management
- Managing office cleanliness, housekeeping services, and workspace standards
- Overseeing inventory of office supplies and pantry items
- Coordinating maintenance and repair of office equipment and infrastructure
- Managing meeting rooms, visitor experience, and daily office logistics
- Liaising with building management, vendors, and service providers
- Supporting internal events and office activities
- Managing vendor relationships, contracts, and invoice processing
- Maintaining vendor records and tracking renewals
- Coordinating seating arrangements, office moves, and renovations
- Supporting travel and accommodation logistics for company events
- Supervising office support staff (if applicable)
- Managing petty cash and administrative expenses
- Supporting printing and ad hoc operational requests
Work Permit & Visa Management
- Coordinating visa/work permit/employment pass applications
- Liaising with external agents and tracking application status
- Monitoring regulatory updates and ensuring compliance
HR & Administrative Support
- Supporting onboarding and offboarding processes
- Coordinating employee benefits administration
- Maintaining employee records and documentation
- Supporting HR initiatives and projects as required
YOU BRING (EXPERIENCE & QUALIFICATIONS)
- Bachelor's degree in Business, HR, or a related field
- 3+ years of experience in office operations, administration, or HR
- Strong written and verbal communication skills
- Ability to work independently and collaboratively
- Strong organizational and prioritization skills with attention to detail
- Customer-focused mindset with a proactive approach
- Ability to multitask in a fast-paced environment
- Professional, discreet, and able to handle sensitive matters with tact
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
