The posting
Company: Vinarco Services (Thailand) Limited. Division/Department: Administration Department Job Title: Administration Services Officer Report To: N1+ Administration Services Supervisor N2+ Administration Manager Job Type: Full-time Work Location: Head office Job Purpose: Provide administrative services to support clients and operations, with a focus on logistics, purchase order issuance, medical arrangements, insurance enrollment, and procurement support. Ensure smooth and timely coordination with the Operations Team, vendors, and other departments as necessary.
Job Scope: Logistics Arrangement Arrange and coordinate local and international travel (flights, hotels, ground transportation) for employees, consultants, and contractors as assigned. Ensure bookings are accurate, cost-effective, and confirmed on time. Liaise with travel agencies, hotels, and transport providers to secure reliable services. Maintain booking records and share travel itineraries with the Client, Operations Team and relevant stakeholders.
PO Issuance Prepare and issue purchase orders (POs) related to travel, logistics, and medical services. Ensure POs are completed and approved on time to avoid delays in service delivery. Maintain and update PO documentation and logs in alignment with the team's KPIs and individual OKRs. Coordinate closely with Finance to ensure all bookings and vendor payments are processed smoothly and on time. Follow up with vendors regarding invoices, payment schedules as necessary.
Medical Arrangement & Insurance Enrollment Provide support in medical and insurance arrangements only when delegated or during Supervisor's absence (assist in scheduling, preparing documents, or claims follow-up).
Procurement Support Assist Corporate Administration Officer and Administration Manager in supplier evaluation process by preparing and gathering performance data. Support vendor registration by collecting necessary documents and ensuring compliance with company requirements.
Contractor Data (CONTRAX2) Support Provide support in CONTRAX2 updates only when assigned by Supervisor or Administration Manager. Assist in filing and ensuring supporting documents are accurate when delegated. This document is VINARCO GROUP property, It cannot be reproduced or communicated without authorization. Printed copies are not controlled.
General Duties Provide support to Admin team and other departments as necessary. Answer and manage incoming company calls. Perform other duties as assigned by the Administration Manager and Administration Services Supervisor.
Key Accountabilities: Timely and accurate completion of travel and logistics arrangements. POs issued and processed efficiently, without delays affecting service delivery. Contractor medical and insurance records are maintained accurately. Supplier and vendor processes are supported effectively. Professional and courteous communication with staff, vendors, and contractors.
Qualification: Bachelor's Degree in Business Administration, Management, or any related field. At least 2–5 years of working experience in Office Administration, preferably in logistics coordination, travel booking, or procurement support. Mature, flexible, proactive, and self-motivated with strong interpersonal skills. Able to work well under pressure and manage multiple tasks. Good command of both English and Thai (spoken and written). Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with procurement is an advantage.
Experience: 2-5 years previous experience in similar role/industry. Key Skill: Organizational skills: Ability to coordinate multiple bookings, deadlines, and priorities effectively. Attention to detail: Ensures accuracy in PO issuance, booking confirmations, and medical/insurance documents. Communication skills: Capable of liaising effectively with vendors, Finance, Operations Team, and internal staff. Problem-solving skills: Handles last-minute changes or booking issues calmly and effectively. Teamwork: Works collaboratively under supervision and supports colleagues when needed. Customer service mindset: Provides polite, professional, and timely support to staff, contractors, and suppliers. Adaptability: Flexible in managing urgent requests or unexpected changes in travel and medical arrangements. Time management: Completes assigned tasks within deadlines, ensuring services are not disrupted.
Personal Attribute: Adaptable & Flexible – able to adjust to last-minute changes in travel or medical arrangements. Detail-Oriented – careful with documentation, bookings, and PO accuracy. Service-Minded – provides helpful, polite, and professional support to staff, contractors, and vendors. Proactive – anticipates needs, follows up on pending tasks, and takes initiative without waiting for reminders. Reliable & Responsible – can be trusted to complete tasks independently and on time. Good Interpersonal Skills – works effectively with colleagues, Finance, Operations Team, and external vendors. Resilient Under Pressure – stays calm and solution-focused during urgent or unexpected situations. Team-Oriented – contributes positively to team goals and supports supervisors.
Performance Goals: Complete logistics arrangements (flights, accommodation, ground transport) on time with zero missed deadlines. Ensure purchase orders (POs) related to bookings and medical arrangements are issued accurately and without delay. Provide professional, courteous, and responsive support to Operations Team, Finance, vendors, and contractors. Escalate issues promptly to the Administration Services Supervisor or Administration Manager when required.
