Senior Office Specialist(A35561)

XPENG; Manila; On-site; PHP 360,000 - 540,000; Full time

Job summary

XPENG is seeking a detail-oriented Office Management Specialist to oversee end-to-end office administration for our Philippines team, including workplace operations, fleet and asset management, vendor liaison, and EHS compliance. You will support onboarding/offboarding, manage vendor relationships, handle invoices and assets, and ensure smooth daily operations for internal teams and external stakeholders.

A Bachelor’s degree and 1–3 years of office administration experience, along with good

Qualifications

• Bachelor's degree in Business/Administration or related field.
• 1–3 years of office administration experience.
• MNC work experience preferred.

Responsibilities

• Workplace Operations: Manage office supplies and pantry inventory; conduct routine inspections; support events and visitor reception; handle courier and administrative affairs.
• Safety & EHS Compliance: Inspect fire-fighting and first-aid facilities; identify safety hazards; assist with safety drills and training.
• Onboarding & Offboarding: Complete full admin procedures for new joiners and exits, including workstation setup and access management.
• Digital Platform & IT Support: Maintain admin platform data; resolve platform inquiries; assist with equipment and network fault reports.
• Fleet Management: Manage daily vehicle scheduling; handle registration, insurance, maintenance and vendor liaison; track fines and permits.
• Finance & Asset Administration: Process invoices; maintain ledgers; assist with asset registration and stocktakes.
• Vendor Management: Liaise with local vendors; reconcile invoices; follow up on service quality issues.

Skills

Attention to detail

English communication

Cross-functional coordination

Problem solving

Proactive service

Execution focus

Education

Bachelor's degree in Business/Administration or related fields

Job description

Location: Philippines

Employment Type: Full-Time

We are looking for a detail-oriented and service-driven Office Management Specialist to handle end-to-end office administration, workplace operations, fleet & asset management, vendor coordination and EHS compliance for our Philippine team. This role ensures smooth, standardised daily office operations and provides reliable administrative support to internal teams and external stakeholders.

Key Responsibilities

• Workplace Operations: Manage office supplies and pantry inventory & replenishment; conduct routine office inspections and property maintenance; implement 5S workplace management; support company events, team-building and visitor reception; handle daily courier and administrative affairs.
• Safety & EHS Compliance: Inspect fire-fighting and first-aid facilities, identify and follow up on safety hazards, and assist with on-site safety drills and training.
• Onboarding & Offboarding Support: Complete full administrative procedures for new joiner setup and employee exit, including workstation arrangement, access management, asset checking and account deactivation follow-up.
• Digital Platform & IT Support: Maintain administrative service platform data, resolve employee platform inquiries and elevate system issues; assist with basic office equipment & network fault reports and communication expense records.
• Fleet Management: Manage daily vehicle scheduling and usage records; handle vehicle registration, insurance, inspection, maintenance and vendor liaison; track traffic fines and manage fuel/parking permits.
• Finance & Asset Administration: Process invoices and payment applications, maintain payment ledgers and assist with monthly expense sorting; conduct asset registration, labelling and regular stocktake to ensure accurate asset management.
• Vendor Management: Liaise daily with local service vendors, complete reconciliation & invoice collection, and follow up on service quality issues.

Job Requirements

• Education & Experience: Bachelor’s degree in Business/Administration or related fields; 1–3 years of office administration experience. MNC working experience is preferred.
• Core Competencies: Strong execution and attention to detail; good English communication and cross-party coordination ability; independent problem-solving capability and proactive service awareness.
• Preferred: Hold a valid local driving license; familiar with Philippine local vehicle procedures and market operations.

Equal Opportunity Employer

We welcome diverse talents to join our team!