The posting
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.
