Overview
This role ensures smooth daily office operations while supporting the coordination and progress of design projects.
Key Responsibilities include but not limited to:
1. Office Coordination & Administration
• Manage the Director's calendar, schedules, and reminders
• Handle daily communication (emails, messages, calls) and coordinate internal/external information flow
• Support smooth office operations, including supplies, logistics, and general administration
• Assist with HR tasks: preparing job descriptions, coordinating recruitment, scheduling interviews, and categorizing candidates
• Oversee the staff contracts, performance review, salary negotiations, staff's onboarding and dismissal process (workspace setup, accounts, equipment)
• Collect, review, and submit documents from departments for approval/signature
• Arrange travel and business trips for the Director and staff: tickets, visas, accommodation, transportation, sim card, currency exchange, travel insurance...
• Provide translation/interpretation support when required
• Support receptionist duties when needed
• Handle work permits, visas, TRC, and other legal/administrative paperwork as required
• Coordinate office maintenance and work with external vendors (cleaning, building management, etc.)
• Coordinate with outsourced IT team for office systems, devices, and troubleshooting
• Coordinate with outsourced accounting team to ensure all accounting tasks are done on time and properly
• Consolidate concisely and triple check information before sending to Director for approval
• Maintain and organize company documents, records, and filing systems (both physical and digital)
• Monitor office expenses and support basic cost tracking/reporting
• Create, curate, manage content, and respond to comments/messages for social media channels (e.g., Facebook, Twitter, LinkedIn, Instagram)
• Follow up Director's communication with internal and external parties and make sure the Director's instructions are followed through
• Assist in organizing internal events, meetings, and company activities
2. Project Coordination
• Act as the first point of contact to receive project information/requirements and report to BO
• Follow up on quotations and send appropriate reminders
• Coordinate with relevant PICs to prepare project documents, including quotations, contracts, and tender documents
• Ensure all documents follow company standards and key content is properly reviewed
• Coordinate with the design team to track project schedules, design stages, and deliverables
• Prepare and manage project-related documents such as payment requests, MoM, contact lists, etc.
• Coordinate with accounting to follow up on payments and contracts, and send timely reminder emails
• Arrange printing and delivery of drawings and relevant documents
• Attend meetings (if required), take MoM, and provide weekly progress updates and raise timely feedback to the team on any alarming matters
• Do the Timesheet report for projects (when required)