Company Overview:

Oxinus Holdings is a leading tech company that specializes in developing innovative mobile solutions for F&B industry. We are dedicated to creating user-centric applications that enhance productivity and simplify daily tasks. As we expand our team, we are seeking an office manager to join us in shaping the future of mobile technology.

Roles and Responsibilities:

Office Management

• Tracking inventory of pantry, bathroom and office supplies ensuring adequate usage of company staff without excess.
• Ordering of supplies ensuring smooth day-to-day operations for all. Promptly addressing emergency requests for office needs as well.
• Arranging for driver's petrol reimbursements and tracking his trips and their purposes.
• Sorting out office issues from pest control, cleanliness, repairs and office damages. Handling correspondence with building manager forsuch issues as needed.

Internal Process

• Processing purchase requests, checking inventory and assuring that ther are no duplications for device purchases. Creating vendor comparison tables for decision-making.
• Studying proposals and creating Competitive Tender Waiver (CTW) for purchases with preferred suppliers.
• Corresponding with end users and procurement for clarifications, and ensure that needs are communicated well and addressed.
• Vendor communication to understand if they can meet our requirements.
• Building vendor list, getting quotations, negotiating prices, comparison tables. Maintaining Procurement database and filing.
• Doing reimbursements for all executives' - travels, subscriptions, miscellaneous.
• Addressing any supportings, and clarifications needed by signatory departments.
• Created and maintained inventory records of fixed assets and spotlight hardware.
• Reconciled internal inventory count and inventory reports with Finance department.
• Handed over devices for R&D purposes, spotlight installation, new joiners and preparing associated paperwork.
• Overall staff assistance for internal procedures such as reimbursement processes, HR app and related matters, purchasings, device & office needs requests.
• Covering for colleagues' tasks during their annual leaves.
• Maintaining company records - directories, fixed assets, company sim cards, and sales inventory.

Travel Management:

• Handling air ticket, hotel bookings, and airport transfers of executives and new joiners is according to policy & fits travellers' schedules. Handling visa applications and applicant information gathering.
• Ensuring urgent requests for changes and new travel requests are fulfilled.
• Maintaining and keeping up to date staff documents and information for travel needs - ex. Visa applications.
• Registering traveller/s for international event and conferences, correspondence for roaming activations, and overall support when the need arises.

Skills

• 5+ years of office administration experience, with at least 1 years in a managerial capacity.
• Strong leadership, organizational, and communication skills.
• Proficiency in office management tools like Microsoft Office or Google Workspace.
• Exceptional problem-solving and attention to detail capabilities.