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Office Administrator
7 months ago
**Company Description**
Visa is a world leader in payments and technology, with over 259 billion payments transactions flowing safely between consumers, merchants, financial institutions, and government entities in more than 200 countries and territories each year. Our mission is to connect the world through the most innovative, convenient, reliable, and secure payments network, enabling individuals, businesses, and economies to thrive while driven by a common purpose - to uplift everyone, everywhere by being the best way to pay and be paid.
Make an impact with a purpose-driven industry leader. Join us today and experience Life at Visa.
**Job Description** Team Summary**
The Visa team in Thailand comprises of a highly motivated bunch of problem solvers who create impactful experiences for our clients. Here at Visa, we strive to excel with our partners via strong collaboration, we look to enable and inspire all players in the ecosystem to drive electronification of payments in the Thailand markets.
**What an Office Administrator does at Visa**:
As an Office Administrator based in Thailand, you will act as a liaison between different teams to coordinate and provide on the ground execution across a spectrum of activities.
Receptionist & Office Management:
- Ensure cleanliness and upkeep of office premises and meeting rooms. Supervise and provide guidance to the tea-lady.
- Manage meeting rooms booking and arrange for refreshments and other logistics.
- Order pantry supplies and other office administrative functions.
- Deal with the landlord and vendors/suppliers regarding Thailand office operations
- Ensure all visitors are registered properly at the visitor management system in compliance with policies
- Security passes management for guest and workers related to all kinds of parcel/documents delivery/pick up, parking/access for employee, work permit for workers, etc
- Daily monitoring of IT system (server, UPS & router) and Surveillance recordings located in the server room are in working conditions and submit report as requested.
- Be and act as the Primary contact in Thailand for Global Security and Safety, network and other services maintenance. Provide necessary support to the required maintenance related to Access control system, Surveillance, Server room, Network (International and Local)
- Ensure all the equipment in the office operate well and are maintained in a good condition. This includes: connecting with the services providers and overseeing the engineers in all the checking/fixing issues.
- Manage travel arrangements (flights, hotel, ground transportation ) and assist Guest/Visa staff with entry visa process (invitation letter.)
- Manage the inventory of IT equipment and necessary report submission
- Manage the client contact list and remind AE to keep it updated on monthly basis.
- Prepare and submit all kind of internal operational reports as required by regional team.
Accounting and Finance:
- Manage T&E expenses report for Country Manager
- Manage Operating Expenses for Admin area in Thailand office
- Manage monthly local office’s payment invoices with coding, approvals and work with AP Account Payable for Thailand office
- Assist AP Accounts Payable in obtaining and providing the necessary documents for country office’s payment.
Local Sourcing, T&E and Compliance Partner Relations:
- Manage procurement for Operations in Oracle such as Purchase Requisition, Purchase Order, supplier setup, due diligence process, vendor contractsfor Thailand office (Cleaning services, planting, watering, stationery)
- Manage correspondences and other processes for SOEs/CGOs invitation and obtain CM’s signature
- Handle Global Security and Safety for Thailand Office (visitor log-book, ID badge, LAN room access, security )
- Handle Business Continuity Management (BCM) for Thailand Office: BCM Planning, BCM Strategy, BCM Staff Awareness, Tests
- Handle T&E: Corporate card and Purchasing card, Payable Auditors to iExpense Reports (Log book)
Government-Related and PR Duties:
- Assist with correspondence matters (signature/ e-signature ) related to Government
- Assist HO team in arranging logistic for representative of local authorities (i.e. Payment Bureau, Police Department, Ministry of Tourism ) attending overseas study tours, workshops, Visa forums
- Support with logistics for local authorities and guest who are invited to Visa events (invitation letter, entry visa, travel arrangements, travel expense reimbursement )
- Prepare and translate letter for Visa’s and local authorities meetings (if required)
Corporate Events & Merchandise inventory
- Support Office Manager in organizing Visa internal & external events (venue, outsourced agencies, hotel arrangements, attendees list, invitation letters, RSVP, materials, agenda, entertainment ) and related reports.
- Keep stocks as merchandise inventory and office equipment are logged correctly and place orders when necessary.
HR Duties:
- Arrange
