Administrative Assistant

::: KEY ACCOUNTABILITIES :::

Administrative & Office Support

• Serve as the focal point for Office Administration Helpdesk and Office admin shared mailbox, ensuring timely response and resolution of requests.
• Provide administrative support to all employees to facilitate efficient day-to-day business operations.
• Maintain and update Office Administration webpages, public folders, and related communication channels.
• Manage office supplies, stationery, pantry inventory, and ensure adequate stock levels are maintained.
• Coordinate maintenance of office facilities, pantry equipment, and water dispensers to ensure functionality and service ability.
• Arrange meeting rooms, external venues, catering, transportation, and accommodation as required.
• Coordinate domestic and international travel arrangements in accordance with company travel policies and cost optimization requirements.
• Coordinate with other Department Administration Assistant i.e. stationaries order, borrow office equipment during WFH etc. to allow effective communicate and accurate database when required.
• Support Emergency Response Team (ERT) and Business Continuity Team (BCT), and provide receptionist coverage when required.
• Assist HSSE activities including safety communications, office campaigns, pool car usage records, office disinfection programs, and distribution of safety-related materials.
• Maintain full competency in receptionist responsibilities to ensure seamless coverage during absences.
• Monitor and respond accordingly to mail as required.
• Support business continuity and emergency response activities as required.

Oracle System & Procurement Support

• Create and process Purchase Requisitions(PR), Work Approvals (WA), and related transactions in Oracle.
• Perform receipt confirmation for materials and services within Oracle.
  Conduct price comparisons for low-value purchases in accordance with procurement procedures.
• Track PRs, POs, and related transactions to ensure timely completion.
• Assist in budget preparation, contract establishment, and contract amendments.
• Support preparation of presentations and reports.
• Process petty cash reimbursement for emergency purchases.
• Continuously develop Oracle system knowledge and skills to improve operational efficiency.

Contract & Service Contractor Management

• Act as the focal point for office administration contracts and service contractors, including Drivers, Security Guards, Maids, Handymen, and Messengers.
• Coordinate with Procurement, Supply Chain, Finance, contractors, and service providers to ensure smooth operations and contract compliance.
• Monitor contract validity and expiry dates to facilitate timely renewals or replacement actions.
• Maintain and regularly update contract, contractor, and related administration databases.
• Organize contractor meetings and communicate company updates and requirements.
• Review contractor timesheets, reimbursement claims, and supporting documents before approval and submission.
• Coordinate with contractor representatives to resolve operational issues and ensure service quality.
• Support contract administration, documentation, reporting, and compliance activities.

Office Operations & Management

• Provide administrative and operational support to the Office Manager.
• Assist with facilities management, budgeting, cost control, and vendor coordination.
• Support HSSE activities, audits, emergency preparedness, and compliance requirements.
• Coordinate company events, special projects, and internal communication initiatives.
• Assist the Office Manager with administrative, operational, and special assignments as required.

:: QUALIFICATIONS :::

Knowledge & Qualifications:

• Bachelor's degree in business administration, Office Management or a related field.
• Minimum 1-2years of experience in administrative, office management, or related roles.
• Proficiency in Microsoft Office applications, Canva, and AI-powered productivity tools (e.g., Microsoft Copilot, ChatGPT).
• Good command of written and spoken English and Thai.
  

Experience:

• Experience with ERP systems (e.g., Oracle) and administrative processes is an advantage.
• Experience in contract administration, vendor coordination, and office operations is preferred.

Skills:

• Strong organizational, coordination, and time management skills.
• Good communication and interpersonal skills with the ability to work effectively with employees, contractors, vendors, and external stakeholders.
• Ability to manage multiple tasks, prioritize workloads, and meet deadlines.
• Strong problem-solving skills and a customer service mindset.

Work Condition:

• Enjoy a dynamic on-site work environment, 5 days a week.
• While there is no hybrid work option available, the company offers flexible working hours, commitment to work-life balance, also comprehensive health benefits, professional development opportunities, and a collaborative team culture.

DISCLAIMER:

By applying for this position with our "Company", you expressly consent to the collection, use and sharing of your personal information for recruitment and employment purposes in accordance with the Company's Data Privacy Policy and the country specific Personal Data Protection Act.