Daily Operations Management
- Oversee and support the smooth day-to-day running of organizational activities, including handling minor repair work such as changing light bulbs, fixing door knobs, and coordinating basic maintenance needs
- Ensure all processes are followed efficiently and resources are used effectively
- Manage procurement, inventory planning, and office/facility maintenance needs
Facilitation of Events and Programs
- Plan, coordinate, and facilitate meetings, training sessions, and internal events
- Ensure all logistical needs—venue, materials, equipment—are prepared and in place
- Serve as the key contact during sessions to ensure smooth execution and address any issues
Logistics Coordination
- Plan and manage logistics for events, workshops, deliveries, and team activities
- Coordinate transportation, storage, and movement of materials or equipment
- Work with vendors to ensure timely and accurate delivery of goods, services, and maintenance
- Track and manage inventory levels to avoid shortages or overstocking
Vendor and Maintenance Coordination
- Act as the main point of contact for all vendor-related matters, especially regarding scheduled maintenance of equipment and facilities
- Liaise directly with vendors for maintenance works, reducing the need for manager involvement
- Oversee regular maintenance tasks including the annual replacement or inspection of the fire hydrant system
- Coordinate fire drills and ensure all staff are informed and prepared
- Liaise with building management to address facility-related issues and coordinate joint efforts when necessary
- Ensure service contracts and maintenance schedules are up to date and followed
License Applications and Renewals
- Handle all matters related to license applications and renewals required for business operations
- Liaise with relevant authorities, prepare necessary documentation, and track renewal deadlines to ensure compliance
- Maintain proper records of all licenses and certifications
Team Coordination and Administrative Support
- Provide operational and administrative support to the team and management
- Assist in scheduling, task coordination, and onboarding new team members
- Prepare documentation, meeting materials, and regular progress reports
Process Improvement and Reporting
- Identify and implement improvements to streamline processes and reduce inefficiencies
- Maintain up-to-date standard operating procedures (SOPs)
- Generate reports and provide insights on operations and logistics performance
Compliance and Safety Oversight
- Ensure compliance with company policies, safety protocols, and relevant regulations
- Support implementation of workplace safety measures and emergency procedures
Event Planning
- Support the planning and execution of internal and external events
- Handle logistics, scheduling, vendor coordination, and on-site support to ensure event success
- Work closely with various teams to align events with organizational goals and timelines