Workplace Operations Executive

HR Administration Support

• Manage employee onboarding processes including data entry, staff photo and badge issuance, uniform distribution, and welcome arrangements.
• Coordinate with HR for time attendance reporting and support company-wide HR related initiatives as assigned.
• Collaborate effectively as part of a team to support and implement employee engagement program/activities.

Office & Facility Management

• Oversee office supply procurement and cleanliness support of the maid via external suppliers.
• Coordinate office equipment/facilities related arrangement e.g., SIM cards, phones, parking, etc.
• Administer bookings for hotels, transport, and executive guest services.
• Ensure documentation for office supplies and petty cash expenses are accurately recorded.
• Manage event logistics for internal meetings, including meeting room setup and refreshments arrangement.
• Maintain office facilities such as coffee machines, towel services, and the office bookshelf.
• Process courier and postal shipments, messenger service, and record parking validations, cleanliness, stationery requisitions, and other facility expenditures.
• Maintain office layout plans and prepare monthly time attendance record.
• Respond to general employee or visitor information requests and support day-to-day office operations.
• Support and coordinate office safety related activities as well as emergency preparedness.

Vendor Management & Contract Coordination

• Liaise with service providers and building landlords to manage contracts, renewals, and maintenance agreements for office space, printing equipment, signage, pest control, and vehicle insurance.
• Maintain communication with vendors for scheduled services e.g., water filters, security service, courier services, hotel corporate rates, and wellness program.
• Track and manage contract terms, renewal timelines, and service provider performance.

Procurement & Purchasing Administration

• Review and process Purchase Requisition (PR), vendor quotations, and Purchase Order (PO) in line with internal approval protocols.
• Maintain documentation for new vendors including legal terms & conditions and tax credentials.
• Follow up with vendors for invoices, goods/service delivery, and payment schedules.

Finance & Accounting Support

• Assist in tracking invoices and submitting accurate financial records before monthly cut-off dates.
• Prepare and submit petty cash claims and other expense-related documentation in collaboration with the finance department.
• Support fixed asset tracking, recording, and reporting.
• Coordinate with finance on payment processes and sustainability reporting data e.g., electricity usage, etc.

• Bachelor’s degree in Business Administration, or related field.
• 3-5 years of experience in office management, administration role with exposure to HR support, vendor management, or general office operations.
• Experience coordinating with multiple departments and external vendors is an advantage.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Good command of English and Thai (spoken and written), especially for internal communication and vendor coordination.
• Good communication, and interpersonal skills.
• Strong organizational and multitasking skills with attention to detail, accuracy, and adhere to compliance process.
• Excellent interpersonal skills with a service-oriented mindset.
• Proactive, reliable, and self-motivated with a “can-do” attitude.
• Friendly and professional demeanor with strong problem-solving abilities.
• Adaptable to fast-paced environments with shifting priorities.