Job Purpose:

• Ensure a pleasant and safe environment for staff members, work well with the building management and partners effectively with HK and VN team members.
• Full responsible for the procurement and maintenance of office supplies and office equipment decision. Ensures all administrative purchases are at the best terms and prices. 
• Support Asia leadership team day-to-day administrative support as required. These include calendar management, travel arrangement, vendor database management, data collection and market intelligence research tasks to support the business.
• Contribute to policy discussions and is responsible for implementing policy decisions on office administration as finalized by supervisors. 

Key responsibilities:

• Business Services execution:
• Provide supports/inputs for managers to develop VN - administrative budgets.
• Collaborate with BS team members to establish essential business services, coordinate with chosen suppliers, and secure optimal services for the VN office.
• Ensure that administrative services, including mail, housekeeping, security, phone, and access control, are delivered at their highest quality.
• Work closely with the Business Services Officer to ensure the office and business operates smoothly.  Need to act as back up support role while Business Services officer’s absence in the office. 
• Support office renovation, reconfiguration, layout modification and seating arrangements. 

Business Services strategies and procedures:

Assess the practicality of local compliance and office administration policies adopted by the company to ensure they are effective in daily operations.

Partner with BS team member to provide training and information sharing session on Business Services as necessary (eg: Fedex outbound shipment arrangement, local courier) to all VN staff members.

Provide user guidelines as required and handle staff member's enquiries on office facilities (Telecommunication tools, door accessing system, office machinery)

Provide support on any other office and administration tasks as assigned from immediate supervisor (Eg: represent BS team to work with other functional teams on office automation projects) 

Vendors and performance management:

Manage the performance of travel service and administrative vendors, ensuring their services meet expectations.

Review vendor performance reports, recommend improvements for service delivery, and contribute to price negotiations and contract creation

Answer to all related staff enquiries on all travel related questions.  

Partner with Business Services officer to support company’s vendor database management.  

Assists management in pulling data from company systems and transferring it into a logical format for mgmt’s further analysis.

Company functions and administrative supports

Partner with BS team members on coordinating all company-wide activities in VN.  Eg: planning and scheduling board meeting, high profile conference and company-wide functions.

Partner with BS team members on developing, maintaining, and testing company’s business continuity program.  Eg: yearly fire drill exercise

Provide general day-to-day administrative support to Asia Leadership team as required. These include calendar management, expense report management, etc. 

Other ad hoc project assigned by Sr. Business Operations Mgr – Asia Pacific. Key Competences:

• Functional Technical skills
• Problem Solving
• Process Management
• Time Management
• Action Oriented
• Customer Focus
• Integrity and Trust
• Peer Relationship
• Self-Development

Knowledge, Skills & Experience:

• Tertiary educated and excellent communication skills in English both in written & verbal
• At least 5-8 years of relevant experience, of which 5 years is at supervisory level in a sizable company is preferable.
• Experience in a fast-paced, dynamic business environment and proficiency in managing relationships with diverse stakeholders (incl executives, external suppliers, business counterparts, etc)
• Experience in office setting up is a definite advantage.
• Full set of admin operation skills
• Proficient in Microsoft Word, Excel and PowerPoint

Personal Attributes:

• Excellent supervisory skills, interpersonal skills, and negotiation skills
• High sense of confidentiality and urgency
• Excellent time management skill, work independently
• Flexible and high adaptability work approach
• Great analytical and problem-solving skills
• Hard work and strong sense of responsibility
• Well organized and self-motivated
• Mature, well- presented, professional
• Good team player, can do attitude
• Efficient, focused, tenacious in completing all tasks and projects