Workplace Coordinator

Prepare, monitor, and manage the annual operational expenditure (OPEX) budget for workplace operations.

Oversee end-to-end invoice processing, matching Purchase Orders (PO), Goods Receipts (GR), and vendor invoices with accuracy.

Handle high-volume vendor billing, petty cash management, and financial reconciliation for facility services.

Generate monthly operational expenditure reports, variance analyses, and cost-optimization recommendations for management.

Serve as the primary point of contact for external vendors, contractors, and service providers (cleaning, maintenance, supplies, security).

Supervise vendor performance against agreed Service Level Agreements (SLAs) and contract terms.

Coordinate procurement requests, issue Goods Receipts (GR), and maintain inventory records for office equipment, pantry, and operational supplies.

General Administration & Compliance:

Oversee vehicle administration, including tracking, timely renewals, and compliance for STNK, KIR, insurance, and municipal permits.

Standardize and maintain operational documentation, contracts, building permits, and administrative filing systems.

Draft weekly and monthly General Affairs operational reports, facility tracking sheets, and compliance logs.

Support daily office operations, front-desk coordination, and cross-departmental administrative requests.

Proven experience in annual OPEX budget planning, tracking, and cost control.

Strong hands-on experience handling high-volume vendor invoices, Purchase Orders, Goods Receipts (GR), and financial administration.

Proficiency in Microsoft Excel (VLOOKUP, Pivot Tables, financial formulas) and administrative software/ERP systems (e.g., SAP, Oracle, or Google Workspace).

Compliance Knowledge:
Direct experience in managing corporate legal/administrative procedures, specifically vehicle licensing (STNK, KIR), permits, and service agreements.

Competencies:

Exceptional attention to detail, strong numerical accuracy, proactive problem-solving, and strong negotiation/communication skills.

Education:

Bachelor’s Degree in Business Administration, Management, Finance, General Affairs, Engineering, or a related field.

Experience:

Minimum of 2–4 years of experience in Facility Coordination, General Affairs, or Office Administration.

Language

Skills:

Fluent and confident in spoken and written English for professional communication, reporting, and stakeholder management.