Sr. Administrative Coordinator

At Novus, our goal as a company, is to help feed the world affordable, wholesome food and achieve a higher quality of life. We aim to make a clear difference in sustainably meeting the growing global need for nutrition and health.

Novus employees help bring this Vision and Mission to life. Our employees support our customer in over 80 countries worldwide. Our culture is driven by this mission to help support every person across the globe. We are always looking for dynamic people who share our mission to help feed the world.

**Role Definition**:
Provide administrative and secretarial support to Regional Director, and Sales & Marketing teams in APEC region. Organize travel and coordinate meetings and events. Coordinate office and facilities services. Ensure compliance with EH&S regulations in Thailand. Under supervision from manager, receives a moderate level of instruction, guidance and direction.

**General Responsibilities**:

- Schedule and coordinate meetings, trainings, appointments and events in Thailand including customer visits where requested. Negotiate venue contracts, manage event activities including room setup, catering, audio visual, travel, ground transportation, etc. Prepare meeting materials, coordinate external vendors as necessary and track expenses. Set up customer events in Sales Force.
- Provide coordination for business and facilities services as well as office management including tracking expenses and processing payment for facilities expenses, managing in
- and outbound mail and courier, building maintenance, office services. Select vendors and maintain contracts. Order office supplies, sales gimmicks, and year-end gifts.
- Arrange travel and visa support for staff and visitors. Train employees on travel booking tools. Prepare and process expense reports and follow up on payments.
- Prepare correspondence, presentations, calendars and reports. Conduct reports on raw material prices and trends, sales report and other reports for Thailand as assigned.
- Send Periodic Sales & Outstanding (Account Receivable) report to Sales, Finance, and Customer Service.
- Identify vendors and collect pricing quotes for office supplies, maintenance, facility services and IT equipment as needed.
- Handling new vendor setup in vendor system.
- Maintain recall services & related document storage & retrieval. Coordinate with SAS on documents from China to keep them all at storage warehouse.
- Ensure and follow up on Contract fees and expenses paid to related Business Consultants.
- Coordinate with Customer Service Team for billing notes and collecting check from customers (account receivable).
- Carry out EH&S follow up and coordinative activities in Novus Thailand. Provide coordination support for public and private administrative procedures and oversee that legal requirements are fulfilled by departments.
- Assist in implementation of Corporate Social Responsibility activities in Thailand that extend Novus Positive image.
- Adhere to the Novus Management System (NMS), Novus Integrity System (NIS) and all policies and procedures related to position assignment.
- Other tasks assigned by Manager or the company.

**General Guidance for Key Knowledge/Skills/ Experience**:

- Bachelor’s degree or comparable training in Business or related field and 2+ years of related experience.
- Demonstrated understanding of local EH&S regulations and related compliance issues.
- Detailed oriented with effective meeting planning and meeting management skills.
- Microsoft Office Suite background, skillful in MS Excel e.g. Pivot Table and VLOOKUP

**Other Essential Requirements**:

- Fluent in English
- Fluent in Thai