Office Operations Associate

Job Purpose:
The Office Operations Associate is an entry-level position designed for a fresh bachelor’s degreegraduate who is keen to build a broad foundation in office operations,administration, procurement, finance administration, and human resourcessupport. Working closely with the Office Operations Manager and internalstakeholders, the incumbent will learn UVJC’s processes, support day-to-daycoordination, maintain accurate records, and follow through on assignedactivities. The role offers hands-on exposure across the employee and vendorlifecycle and requires a positive learning attitude, sound judgement,discretion, and attention to detail.

Responsibilities:
Secretarial and Administrative Support

Provide day-to-dayadministrative support to the Office Operations Manager and business leaders,including document preparation, correspondence, filing, trackers, and follow-upactions under guidance.

Support calendarcoordination, internal and external meeting arrangements, appointmentscheduling, and the resolution of straightforward scheduling conflicts.

Prepare meetinglogistics, including visitor arrangements, meeting rooms, materials,refreshments, and virtual meeting links.

Maintain organisedelectronic and physical records, including SharePoint folders, registers,templates, and standard operating documents.

Assist with travelarrangements, company activities, staff events, and other coordinationrequirements as assigned.

Procurement and Vendor Support

Support procurement administration bypreparing purchase requests and tracking approvals, orders, deliveries, andoutstanding actions.

Assist with vendor onboarding bycollecting registration forms, compliance documents, banking details, and otherrequired records.

Maintain procurement and vendor trackersand ensure supporting documentation is complete and filed appropriately.

Invoice and Finance Administration

Receiveand perform an initial check of vendor invoices for accuracy, supportingdocuments, approvals, and alignment with purchase orders before submission forreview and processing.

Maintaininvoice and payment trackers and follow up on missing documentation,discrepancies, and payment status under guidance.

Assistwith the administration of staff expense claims, petty cash, budget trackers,and basic management reports as required.

Human Resources Support

Support recruitment administration,including interview scheduling, candidate communications, reference checks, anddocument preparation.

Assist with onboarding and offboardingactivities, including personnel documents, orientation schedules, workspaces,access requests, equipment, and checklists.

Maintain employee records and HR trackers,including leave, training, benefits, and personnel documentation, in accordancewith confidentiality requirements.

Support employee engagement, welfare,learning activities, and HR-related communications.

Provide administrative support for payrollinputs, work pass matters, insurance enrolment, and statutory activities underthe guidance of the Office Operations Manager.

Office and Facilities Support

Monitor office supplies,stationery, pantry items, equipment, and shared facilities to help maintain aprofessional and well-functioning workplace.

Coordinate routine maintenance andservice requests with building management, contractors, and service providersunder guidance.

Support workplace safety,emergency preparedness, licences, insurance renewals, and other officeadministration activities as assigned.

Undertake ad hoc duties,improvement initiatives, and projects assigned by the Office Operations Manager.

Skills:
Proficient in Microsoft Office applications, particularly Outlook, Word, Excel, PowerPoint,Teams, and SharePoint.

Proficient inMicrosoft Office applications, particularly Outlook, Word, Excel, PowerPoint,Teams, and SharePoint.

Good organisationand time-management skills, with the ability to manage assigned priorities andfollow through on details.

Good written andverbal communication skills.

Strong attention todetail when handling invoices, procurement documents, records, and numericalinformation.

Able to work withinestablished procedures, seek guidance when needed, and escalate exceptionsappropriately.

Professional anddiscreet when handling confidential employee and company information.

Willing and able tolearn business systems such as Odoo or similar ERP and HR platforms.

Education:
Bachelor’sdegree in Business Administration, Human Resources, Office Management, Finance,Operations, or a related discipline.

Experience:
Fresh graduates are welcome to apply. Prior relevant work experience is not required.

Internship,project, student leadership, volunteer, or part-time experience involvingadministration, coordination, finance, procurement, HR, or events is advantageous.

Universal Vapor Jet Corporation (UVJC), a subsidiary of Universal Display Corporation (Nasdaq: OLED), is focused on advancing and commercializing its Universal Vapor Jet Printing (UVJP) Technology. With its global headquarters in Singapore, UVJC benefits from the city-state's strategic location and robust innovation ecosystem.

UVJC stands at the forefront of research and development, creating tools and processes that bridge the gap between laboratory-scale work and large-scale industrial applications. UVJC's UVJP Technology offers unique advantages, including scalable, solvent-less, and mask-less thin-film printing and deposition solutions. These capabilities cater to a wide range of industries such as semiconductors, electronics, life sciences, and renewable energy. The cutting-edge technology is designed to meet the growing demands of precision manufacturing while offering greater efficiency and sustainability.