Associate Office Administrator

WHO WE ARE LOOKING FOR

We are looking for an Associate Office Administrator to support the daily operations of the Taichung office. This role provides dependable reception, office administration, mailroom, and employee service support to help create a smooth, welcoming, and well-organized workplace experience.

The ideal candidate is service-oriented, organized, detail-minded, and able to follow established procedures with confidentiality and accountability. This position will also serve as a proxy for the other Associate Office Administrator when that person is on leave, ensuring business continuity for key office administration tasks.

WHAT YOU WILL WORK ON

• Welcome visitors and complete visitor registration processes in a professional and timely manner.
• Support office mail distribution, and daily front-desk operations.
• Support meeting room set up.
• Monitor and replenish office supplies, snacks, refreshments and so on.
• Conduct routine office environment and equipment checks to help maintain a safe and well-functioning workplace.
• Complete regular AED, fire extinguishers, and first-aid-kit checks and prepare required reports.
• Support office events, employee engagement activities, and gift distribution.
• Provide mail delivery support for employees as needed.

Proxy Coverage & Business Continuity

When the other Associate Office Administrator is on leave, you will provide trained and authorized proxy support for selected administration processes, including:

• Handle UPS shipping, postage, and mail delivery support.
• Purchase approved office supplies and refreshments following the required approval process.
• Coordinate with facility vendors and service providers.
• Process authorized payments and Coupa activities after proper training and approval.

WHO YOU ARE

• A professional and welcoming communicator who creates a positive first impression for visitors, teammates, and partners.
• Highly organized, detail-oriented, and able to manage daily tasks with consistency and follow-through.
• Service-minded and responsive, with the ability to support office needs in a calm and dependable manner.
• Able to handle confidential information with care and follow approval and escalation procedures.
• Comfortable working in a dynamic office environment and adapting to changing priorities.
• A collaborative teammate who is willing to cross-train, learn new systems, and support business continuity.

WHAT YOU WILL BRING

• A certificate of physical or mental disability is required.
• Bachelor’s degree is required.
• At least one year of relevant experience in reception, office administration, facilities coordination, or employee service support preferred.
• English proficiency, including clear written and verbal communication.
• Working knowledge of Microsoft Office; experience with Coupa, vendor portals, or similar systems is a plus.
• Strong attention to detail and the ability to maintain accurate records, checklists, and reports.
• Ability to follow established procedures, complete assigned tasks independently, and escalate issues appropriately.