Job Details

Summary

We are seeking an organized, proactive, and detail-oriented Administrative Operations Assistant to support daily office and facility operations in a fast-paced environment. In this role, you will work closely with the Administration Lead and serve as a key point of contact for vendors, internal teams, and visitors.

The ideal candidate is adaptable, able to manage multiple tasks simultaneously, and maintains a positive, service-oriented mindset while handling changing priorities with professionalism and accuracy. This position will be temp-to-hire within 3-6months.

Key Responsibilities

Vendor & Supply Management

• Primary Point of Contact: Serve as the first point of contact for external vendors, handling initial inquiries and coordinating service schedules.
• Administrative & Facilities Support: Support office- and facilities-related projects by coordinating vendor quotations, assisting with price comparisons, and handling payment applications and invoice processing.
• Inventory Monitoring: Track and replenish office and breakroom supply to ensure smooth daily operations.

Facility & Janitorial Coordination

• Service Oversight: Coordinate with janitorial contractors and facilities vendors to ensure cleanliness, organization, and professional presentation across office and shared spaces.
• Facility Support: Assist in monitoring building systems (HVAC, fire safety) and support scheduling of routine maintenance or repairs as needed.
• On-site Coordination: Support coordination with external service providers during facility-related site visits.

Reception & Communication

• Guest Services: Act as the primary or backup contact for visitors, ensuring a professional and welcoming experience.
• Meeting Room Coordination: Manage conference room scheduling, availability, and basic setup coordination to support internal meetings and visiting guests.
• Office Correspondence: Handle call screening and incoming/outgoing mail distribution.
• Records Management: Maintain and update administrative databases, vendor records, and filing systems to ensure information is accurate, organized, and accessible.

General Administrative Support

• Expense Administration: Support operational expense applications and reimbursement processes, ensuring proper documentation and timely submission.
• Meeting Documentation: Assist in preparing and organizing meeting minutes, summaries, and follow-up records as required.
• Multi-tasking Support: Manage multiple administrative tasks across vendors, facilities, and internal requests while adapting to changing priorities in a fast-paced environment.
• General Affairs Support: Provide day-to-day administrative support for general office operations and internal coordination.
• Ad-hoc Tasks: Perform other related duties as assigned; responsibilities may evolve based on operational needs.

Qualifications

• Education: Associate or Bachelor's degree is a plus.
• Experience: 0–2 years of experience in office administration, general affairs, or related administrative support roles; fresh graduates with relevant internship experience are welcome.
• Technical Skills: Basic proficiency in Microsoft Office (Word, Excel) and Google Workspace.
• Language: Bilingual in Mandarin and English is must.

Soft Skills

• Professional, friendly, and confident communicator when interacting with vendors, guests, and internal teams.
• Highly detail-oriented, with strong organizational and follow-through skills.
• Ability to prioritize tasks, multitask effectively, and stay organized in a fast-paced work environment.
• Proactive "can-do" attitude with a strong sense of responsibility and ownership.