Admin Collaborator, GreenNode

Office Operations

• Shared spaces: Coordinate with the tea lady to keep shared areas (pantry, meeting rooms, hot desks, etc.) clean, tidy, and well maintained.
• Coffee machine: Operate and maintain the coffee machine in the pantry; order and control supply inventory to ensure uninterrupted service.
• Office supplies & printed materials: Plan, order, manage and distribute office supplies and name cards based on team needs; control inventory and costs.
• Mail & parcels: Receive and deliver incoming and outgoing mail and parcels accurately and on time.

Business Trip Support

• Receive business travel requests and arrange flights and accommodation in compliance with company policies and approved budgets.
• Complete and maintain business travel documents, records, and reports accurately and on time.

Events & Employee Engagement

• Internal events: Coordinate with relevant stakeholders to plan and execute internal programs, including Town Halls, Year End Party, Happy Hours, and team-building activities, ensuring timely delivery and a positive employee experience.
• Corporate events: Coordinate with relevant internal teams to support program implementation, communicate event information to employees, and distribute gifts for major annual events.
• Partner gifts: Plan, order, and coordinate the delivery of Mid-Autumn Festival and Tet gifts to partners on schedule and within the approved budget.

Payments & Documentation

• Review, reconcile, and verify supporting documents, and process payments for assigned expenses.
• Proactively monitor payment e-forms, follow up on outstanding issues, and ensure payment requests are processed on schedule.

Adhoc Tasks Perform other administrative tasks as assigned by the LM/Team.

Education & Experience

• Bachelor’s degree or college diploma in Business Administration, Human Resources, Accounting, Finance, or a related field.
• At least one year of experience in a similar position, such as Administration, HR Administration, Accounting Administration, or Office Assistance.

Professional Skills

• Proficient in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook; experience with Canva is an advantage.
• Good written and verbal English communication skills.
• Experience using AI tools, such as Claude, ChatGPT, or Gemini, to improve productivity is an advantage.

Soft Skills

• Careful, meticulous and detail-oriented; well organized, committed to deadlines and quality
• Good communication and a professional working manner.
• Able to work independently and multitask under pressure; proactive about continuous improvement
• Hardworking, punctual and reliable; willing to be on site to support the team when needed
• Maintains confidentiality; suited to a dynamic, fast-changing work environment