Office Operations Associate

About the role

The Office Operations Associate is an entry-level role designed for a fresh bachelor's degree graduate who is keen to build a broad foundation across office operations, administration, procurement, finance administration, and human resources. Working closely with the Office Operations Manager and internal stakeholders, you will learn UVJC's processes, support day-to-day business operations, maintain accurate records, and coordinate a wide range of activities across the organisation.

This role provides hands-on exposure to the employee and vendor lifecycle, offering a unique opportunity to develop practical business skills in a fast-growing deep-tech company. Success in this role requires a positive learning attitude, sound judgement, discretion, attention to detail, and a willingness to take ownership of assigned responsibilities.

Key responsibilities

• Provide day-to-day administrative support to the Office Operations Manager and business leaders, including document preparation, correspondence, filing, trackers, and follow-up actions under guidance
• Support calendar coordination, internal and external meeting arrangements, appointment scheduling, and the resolution of straightforward scheduling conflicts
• Prepare meeting logistics, including visitor arrangements, meeting rooms, materials, refreshments, and virtual meeting links
• Maintain organized electronic and physical records, including SharePoint folders, registers, templates, and standard operating documents
• Support procurement administration by preparing purchase requests and tracking approvals, orders, deliveries, and outstanding actions
• Assist with vendor onboarding by collecting registration forms, compliance documents, banking details, and other required records
• Receive and perform an initial check of vendor invoices for accuracy, supporting documents, approvals, and alignment with purchase orders before submission for review and processing
• Support recruitment administration, including interview scheduling, candidate communications, reference checks, and document preparation
• Assist with onboarding and offboarding activities, including personnel documents, orientation schedules, workspaces, access requests, equipment, and checklists
• Monitor office supplies, stationery, pantry items, equipment, and shared facilities to help maintain a professional and well-functioning workplace
• Participate in process improvement initiatives and special projects as assigned

About you

• Bachelor's degree in Business Administration, Human Resources, Office Management, Finance, Operations, or a related discipline
• Fresh graduates are welcome to apply; prior relevant work experience is not required
• Internship, project, student leadership, volunteer, or part-time experience involving administration, coordination, finance, procurement, HR, or events is advantageous
• Proficient in Microsoft Office applications, particularly Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
• Good organisation and time-management skills, with the ability to manage assigned priorities and follow through on details
• Strong interpersonal skills and the ability to work effectively with colleagues across different functions
• Demonstrates initiative, curiosity, and a willingness to learn new skills
• Comfortable working in a fast-paced, evolving environment where priorities may change

Benefits

• Competitive salary
• Comprehensive medical benefits
• Group insurance coverage
• Cross-functional learning opportunities
• Career growth and development pathways
• Dynamic and Collaborative Team Environment

About us

At UVJC, you will learn by doing. Gain real-world experience, build future-ready skills, and work alongside a team developing cutting-edge technology and growing a deep-tech business from the ground up. Our culture emphasizes learning, ownership, and the opportunity to make a meaningful impact from day one.

As a lean and agile organisation, you'll enjoy hands-on exposure across operations, human resources, finance, procurement, and projects. There are no silos and no waiting on the sidelines. You'll contribute to real business challenges, take ownership of meaningful work, and develop a broad foundation that accelerates your professional growth.

We invest in our people because we believe they are our greatest asset. As UVJC grows, so will you, with opportunities to take on new responsibilities, explore different functions, lead initiatives, and expand your horizons. We don't believe in putting people in boxes. We believe in helping people discover what they're capable of.

Small Team. Big Exposure. Fast Growth.