Office Operations Associate

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.