The General Affairs Associate ensures smooth day-to-day office operations by managing facilities, procurement, assets, vendors, and administrative services. This role maintains a safe, efficient, and compliant workplace while coordinating internal needs and external service providers to deliver a positive employee experience. In addition, this role supports HR-adjacent activities, including onboarding logistics, and provides dedicated assistance for expatriate employees, covering housing, transportation, insurance, and communications. This position plays a key role in creating a well-organized, employee-friendly environment.
Facility Management & Office Operations
- Oversee daily office operations to ensure a safe, clean, functional, and welcoming work environment.
- Coordinate facility services including building management, security, cleaning, maintenance, repairs, mail/courier, pantry supplies, and waste management.
- Conduct regular site inspections, proactively identify issues, and manage corrective actions through vendors and building partners.
- Maintain office layouts, seating plans, meeting room readiness, and support small office moves and space optimization.
Procurement & Asset Management
- Manage purchasing for office-related goods and services in line with budgets and internal processes.
- Source vendors, collect quotes, prepare purchase documentation, and track orders through delivery and payment coordination.
- Maintain accurate inventory and asset records, including assignment, audits, repairs, and disposal of furniture, equipment, devices, and vehicles.
- Coordinate with Finance/AP and internal stakeholders to ensure timely invoice processing and cost tracking.
Event Coordination & Employee Experience
- Plan and execute internal events such as onboarding sessions, team meetings, celebrations, and offsites, including venue setup, catering, supplies, and vendor management.
- Support engagement initiatives that enhance workplace experience and reinforce company culture.
- Partner with HR and business teams to ensure smooth, organized, and cost-effective event logistics.
Vendor Management
- Manage relationships with external suppliers and service providers, including monitoring contracts, service quality, timelines, and SLAs.
- Track vendor contracts and renewals; monitor service quality, timelines, and SLAs; escalate and resolve service issues.
- Ensure vendor compliance with company requirements (e.g., insurance, access procedures, safety expectations) as applicable.
Expat Support
- Provide logistical support to expatriate employees, including arranging housing, utilities setup, and move-in/move-out coordination.
- Coordinate transportation support such as vehicle assignments, leasing, maintenance schedules, fuel cards, and driver services (if applicable).
- Support insurance coordination (as applicable) and assist expats with local administrative processes related to settling in.
- Arrange communication needs such as mobile phones, SIM cards, and device setup; coordinate service plans and renewals.
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