Overview
We are seeking a highly organized and proactive Office Operations & Administration Executive to manage day-to-day office functions, support HR and compliance activities, and ensure a seamless workplace experience. This role requires strong coordination skills, attention to detail, and the ability to work cross-functionally with multiple teams.
Key Responsibilities
Operations And Administration
* Manage office supplies, vendors, and overall facility operations
* Coordinate meetings, company events, team activities, and catering arrangements
* Handle weekly food orders, vendor invoicing, and liaise with Finance for related queries
* Act as the primary point of contact for building management (access, maintenance, complaints)
* Oversee third‐party service vendors (cleaning, plant services, etc.)
* Identify process gaps and implement workflow improvements
* Organize monthly ANZ meetings and respond to employee queries
HR Support
* Assist with employee onboarding and offboarding processes
* Support HR initiatives and address employee-related queries
* Research and propose improvement initiatives (e.g., benefits programs, employee engagement)
Compliance
* Support internal and external audits
* Ensure adherence to health & safety standards
* Coordinate with legal and compliance teams on documentation (e.g., DPIAs)
* Maintain office readiness, including first aid, safety equipment, and policy compliance
Legal & Insurance
* Coordinate with legal teams on contracts, RFPs, and vendor-related matters
* Support landlord communications and insurance coordination
IT & System Administration Coordination
* Liaise with IT for asset management, access control, CCTV, and Wi‐Fi issues
* Provide basic IT support to employees and manage asset tracking
* Monitor and follow up on system updates and technical issues
Marketing Support
* Provide administrative and coordination support for marketing activities and initiatives
Required Skills & Qualifications
* Bachelor's degree in Business Administration, HR, or a related field
* 2–5 years of experience in office administration, operations, or a similar role
* Strong organizational and multitasking skills
* Excellent communication and stakeholder management abilities
* Experience working with vendors and cross-functional teams
* Basic understanding of HR processes and compliance standards
* Proficiency in Microsoft Office and workplace tools
What We're Looking For
* A proactive problem-solver with a continuous improvement mindset
* Strong attention to detail and ability to manage multiple priorities
* A team player who thrives in a fast-paced environment
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