Office Administration & Facilities Management
- Oversee day-to-day office operations to ensure a productive, safe, and well-maintained work environment.
- Manage office supplies inventory — monitor stock levels, coordinate timely procurement, and control wastage.
- Liaise with building management on facility-related matters including maintenance, repairs, and access controls.
- Coordinate workspace arrangements for new hires, including desk setup and equipment provisioning.
- Maintain proper filing and record-keeping systems (physical and digital) for administrative documents.
- Support the planning and logistics of internal office events, team activities, and meetings.
Vendor Management & Payments
- Identify, onboard, and maintain relationships with office-related vendors and service providers (e.g., cleaning, courier, maintenance, stationery suppliers).
- Coordinate with vendors on service delivery, issue resolution, and contract renewals.
- Review and verify vendor invoices for accuracy and completeness before submission for approval.
- Prepare and submit vendor payment requests to the Finance and Accounting team in accordance with payment schedules and company policies.
- Maintain a vendor payment tracker and ensure timely follow-up on outstanding payments.
- Assist in sourcing and obtaining competitive quotations from multiple suppliers for cost-effective procurement.
Office Expense Management
- Manage petty cash disbursements and maintain accurate petty cash records for reconciliation.
- Collect, verify, and process staff expense claims and reimbursement requests, ensuring compliance with company expense policies.
- Prepare monthly office expense summaries and submit supporting documentation to the Finance and Accounting team.
- Track office-related budgets and flag variances or unusual expenditure to the supervisor.
- Ensure all receipts, invoices, and financial records are properly organised and retained for audit purposes.
Procurement Support
- Execute approved purchase orders for office supplies, equipment, and services in line with the procurement process.
- Maintain an asset register for office equipment and coordinate periodic audits.
- Support disposal or replacement of equipment in accordance with company policy.
Compliance & Documentation
- Ensure all administrative activities comply with Thai regulations and internal company policies.
- Maintain up-to-date records of office-related permits, licences, and contracts.
- Support the HR and Finance teams with documentation, data entry, and coordination tasks as needed.
- Assist with government-related administrative filings or submissions where applicable.
Cross-functional Support
- Act as a point of contact for internal staff queries relating to office operations, facilities, and admin support.
- Liaise with Singapore HQ (HR and Finance) on regional administrative matters and reporting requirements.
- Support ad hoc projects and tasks as assigned by the line manager or senior leadership.
Requirements
- Bachelor's degree in Business Administration, Management, or a related field.
- 2 – 3 years of experience in a general affairs, office administration, or operations support role.
- Prior experience in handling vendor payments, petty cash, or expense claims is strongly preferred.
- Experience working in a multinational or regional company environment is an advantage.
- Strong organisational and multitasking skills with high attention to detail.
- Good understanding of basic accounting concepts (e.g., invoicing, reconciliation, expense tracking).
- Proficient in Microsoft Office applications (Word, Excel, Outlook); familiarity with productivity tools such as SharePoint or Google Workspace is a plus.
- Strong interpersonal and communication skills; able to liaise effectively across departments and with external parties.
- Trustworthy and discreet when handling financial documents and sensitive company information.
- Self-motivated with a proactive approach to problem-solving.
- Thai: Native or fluent proficiency (written and spoken).
- English: Proficient level required for written communication with regional HQ and documentation purposes.
