Office Administration Team Leader 3

Job Purposes

To manage the workplace environment, facilities, and office operations, ensuring smooth daily operations and a positive experience for all employees. The role also acts as Project Manager for office renovation / improvement projects, provides data-driven insights to management, and ensures effective budget planning and control across workplace operations and projects.

Key Roles and Responsibilities

Workplace Strategy & Operations

• Develop and implement workplace strategies to enhance employee experience and productivity.
• Oversee day-to-day operations of the workplace, including facilities, office services, and workspace management.
• Manage space planning, seating allocation, and workplace design initiatives to support business needs.
• Plan and manage workplace operating budget (OPEX) including forecasting, monthly tracking, variance analysis, and cost optimization opportunities.

Employee Experience & Engagement

• Ensure workplace environment promotes collaboration, engagement, and well-being.
• Serve as key contact for employees regarding workplace issues, ensuring quick resolution and high satisfaction.
• Partner with People Group and related functions to align workplace initiatives with company culture.

Office Renovation / Capital Projects (Project Management)

• Lead office renovation, refurbishment, and fit-out projects end-to-end as Project Manager (initiation, planning, execution, monitoring, closeout).
• Define project scope, success criteria, and requirements with key stakeholders (Management, People Group, IT, Security, Finance, and business teams).
• Develop and maintain project plan, schedule, milestones, and dependencies; manage changes through a structured change control process.
• Manage procurement and vendor selection (e.g., contractors, designers, furniture suppliers) in partnership with relevant functions; ensure clear SLAs and deliverables.
• Own project budget planning, tracking, forecasting, and cost control; prepare business case inputs and support approvals.
• Identify and manage project risks, issues, and mitigation actions; ensure compliance with safety and building regulations throughout delivery.
• Prepare and deliver regular project updates and executive presentations (status, budget, risks, decisions required) to management.
• Plan site readiness and employee communications (phasing, temporary seating, move management) to minimize business disruption.
• Coordinate project handover, snagging/punch list closure, documentation, and warranty follow-up to ensure stable operations after go-live.

 Facility & Meeting Room Management

• Ensure all meeting rooms, facilities, and equipment (e.g., audio-visual, video conference systems, projectors, and connectivity tools) are fully functional and ready for use at all times.
• Coordinate preventive maintenance and troubleshooting to minimize downtime and disruptions.
• Oversee pantry, common areas, and office amenities to ensure cleanliness, safety, and employee convenience.

Vendor & Service Provider Management

• Manage external vendors and service providers to ensure high service quality and cost efficiency.
• Monitor and evaluate vendor performance, contracts, and budgets related to workplace operations; analyze spend and service KPIs and present insights and recommendations to management.

Health, Safety & Compliance

• Ensure workplace compliance with health, safety, and regulatory standards.
• Implement workplace policies, emergency procedures, and risk management practices.

Sustainability & Innovation

• Introduce initiatives to promote green office practices, sustainability, and energy efficiency.
• Explore innovative workplace solutions, technology, and tools to enhance office operations.

Qualifications

• Bachelor’s degree or higher in Business Administration, Facilities Management, Hospitality Management, or related field.
• Minimum 7 years of experience in Workplace Management, Office Operations, Facilities Management, or Hospitality/Service Management.
• Strong stakeholder management and vendor management skills.
• Good understanding of workplace trends, employee experience, and hybrid work models.
• Strong analytical skills with ability to build and manage budgets, perform cost/benefit analysis, and track financial performance against plan.
• Ability to communicate complex topics clearly and confidently, including preparing executive-ready presentations and decision papers for senior management.
• Project management capability (preferred experience leading office renovation / fit-out projects), with strong planning, risk management, and cross-functional coordination.
• Good communication skills in Thai and English.
• Service-minded, proactive, and able to work under pressure.

Additional Information