Office Admin (1 Year Renewable Contract)

POSITION SUMMARY:

We are looking for an Office Administrator & Business Support Coordinator to ensure the smooth day-to-day operation of our office while providing administrative and operational support to the commercial team. This role will be responsible for office facilities management, vendor coordination, purchase and payment administration, employee and visitor support, meeting and event coordination, and general business operations assistance. The ideal candidate is highly organized, proactive, customer-focused, and able to work effectively with internal stakeholders and external service providers in a multinational environment. Strong communication skills in both Thai and English, along with the ability to manage multiple priorities independently, are essential for success in this role.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Office Administration & Facilities Management

• Ensure smooth daily office operations and maintain a safe, organized, and professional working environment.
• Coordinate office facility maintenance and repairs with vendors and service providers, including cleaning services, electricians, plumbers, building management, and other contractors.
• Monitor office supplies, pantry supplies, stationery, and general inventory, ensuring timely replenishment and cost-effective purchasing.
• Manage office assets and maintain accurate inventory records.
• Support office setup, workspace allocation, office relocations, and seating arrangements as required.

Vendor & Contract Management

• Coordinate with external vendors and service providers for office-related services.
• Process purchase requests, purchase orders, vendor invoices, and payment documentation in accordance with company policies.
• Maintain vendor contracts, service agreements, and supporting documentation, ensuring renewals are completed on time.
• Support vendor sourcing and quotation comparisons to ensure quality service and cost efficiency.

Administrative Support

• Provide administrative support to the Commercial Leadership Team and employees.
• Coordinate meetings, training sessions, town halls, and employee events, including logistics, room bookings, catering, and communication.
• Assist with travel arrangements, accommodation bookings, transportation coordination, and expense documentation.
• Support document preparation, filing, and maintenance of business records.

Employee & Visitor Support

• Welcome visitors, customers, candidates, and external partners professionally.
• Coordinate visitor registrations, access requests, and meeting arrangements.
• Serve as a point of contact for employee office-related inquiries and requests.
• Support onboarding activities for new associates, including workstation preparation, welcome coordination, and office orientation.

Commercial & Business Operations Support

• Support coordination of commercial meetings, customer events, exhibitions, and sales activities.
• Assist in organizing employee engagement activities and company events.
• Maintain records and reports related to office administration and business operations.
• Work closely with HR, Finance, Procurement, and other functional teams to support business needs.

Compliance & Continuous Improvement

• Ensure office administration practices comply with company policies and local regulations.
• Identify opportunities to improve office processes, administrative efficiency, and employee experience.
• Support implementation of workplace initiatives that promote safety, collaboration, and continuous improvement.

KEY COMPETENCIES/ QUALIFICATIONS:

• Diploma or bachelor’s degree in Business administration, Management, Human Resources, or related disciplines.
• Minimum 3 years of experience in office administration, executive support, facility management, or related fields.
• Experience working in a multinational company environment is preferred.
• Strong organizational and multitasking skills with attention to detail.
• Ability to work independently and manage multiple priorities effectively.

Skills & Competencies

• Excellent communication and interpersonal skills.
• Strong stakeholder management and customer service mindset.
• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook, Teams).
• Good problem-solving and coordination skills.
• Ability to manage confidential information with professionalism and integrity.
• Experience working with vendors, building management, and service providers.
• Ability to communicate effectively in both Thai and English.

** This position is 1-year (renewable) contract **