Senior Office Administrator

Kristina Zanic Consultants delivers on promises with originality, quality and style. No creation is too small or large to warrant the respect and attention to detail and the commitment to deliver outstanding results every time. The Company places emphasis on five key values, they are: Visionary, Integrity, Flexible, Empowering and Passionate.We are looking for Senior Office Administrator who is a senior all-rounder responsible for the smooth, efficient and professional day-to-day management of the office and workplace environment. The role has full-scope responsibility for office administration, facilities, front-of-house, vendors and service providers, procurement coordination, contracts and renewals, travel and meeting logistics, document control, office assets and inventory, IT coordination, office cost administration, statutory/office documentation and general operational support. The role requires strong ownership, detailed checking, disciplined follow-up, timely reporting and the ability to manage multiple priorities and service providers simultaneously.

Key Responsibilities

Manage the day-to-day office operations, ensuring a well-organized, functional and professional working environment.Manage office facilities and premises, including lease/landlord and building-management coordination, utilities, parking, access arrangements, office rules, approved fit-out requirements, preventive and reactive maintenance, repairs, cleaning and general workplace presentation; maintain service records, track issues to closure and minimise avoidable disruption.Manage vendor and service-provider relationships end to end, including sourcing, quotation review, price negotiation, agreed scope and rates, performance monitoring, service deficiencies, office insurance/certificates where applicable, renewal dates and approved payment terms; maintain an accurate vendor register and support replacement or re-tendering where standards are not met.Manage office contracts, subscriptions, licences, insurance, certificates and recurring compliance requirements through a consolidated administration and renewal calendar, ensuring accurate records, sufficient lead time and appropriate review/approval before any renewal, variation or termination.Act as the operational point of contact with internal or outsourced IT support, logging and following up on issues, coordinating access and equipment requirements, and ensuring office IT technology and infrastructure are maintained and serviceable; technical IT decisions remain with the Global IT Manager.Manage general office administration and consumables, including stationery, pantry, printing and other supplies, maintaining appropriate stock levels and avoiding shortages, unnecessary over-ordering and uncontrolled expenditure.Oversee front-of-house communications and reception, including telephone enquiries, visitors, clients and guests, incoming and outgoing mail, couriers, deliveries and official correspondence, maintaining professional service and tracking time-sensitive documents where required.Manage domestic and international business travel in accordance with Company approvals and travel rules, including comparative quotations, visas where applicable, flights, hotels, ground transport, itineraries, changes, cancellations and supporting records.Manage meeting rooms, shared spaces, internal office events and client hospitality, including scheduling, room set-up, presentation/video-conferencing equipment, catering, venues, transport, suppliers and cost tracking, ensuring facilities are ready and serviceable before use.Manage document control, QMS administration and electronic/physical filing for contracts, office records, supplier documents, quotations, approvals, invoices, licences, warranties, manuals and other administration records, ensuring clear naming, version control, archiving and reliable retrieval.Manage and maintain the Company's supplier and contact database and directoryProvide administrative and operational support to the Managing Director and senior management on office-related matters, while coordinating appropriately with HR, Finance, IT, Commercial, Design and other specialist functions.Lead by example and coordinate reception, office support staff and outsourced service providers to maintain a professional, neat and well-presented office environment and consistently uphold Kristina Zanic Consultants Service Standard and Values.Manage and coordinate cleaning, security, pest control, waste management, courier, document-shredding and other outsourced office services, monitoring service quality and escalating recurring deficiencies.Maintain office health, safety, emergency-readiness and business-continuity administration, including inspection schedules, emergency contacts, evacuation information, first-aid/fire-safety equipment records, essential supplier/service information, escalation lists and follow-up of required corrective or contingency actions.Coordinate office access control, keys, and related records, ensuring access is issued, amended or withdrawn only against approved instructions.Manage office procurement from approved request through quotation, commercial comparison, technical/budget review where required, approval, ordering, delivery and record filing; prepare purchase orders, delivery notes, service confirmations and office-related invoices, checking quantities, prices and supporting documentation before submission to Finance.Obtain and evaluate supplier quotations where required, check scope and commercial terms, support price negotiations and prepare clear comparisons or recommendations for approval without bypassing required technical or budget review.Maintain accurate inventories and registers for office furniture, equipment, supplies, keys/access cards and other administrative assets, including issue, location, condition, replacement, repair, relocation and disposal records; ensure technical assets are reviewed by IT or the relevant technical owner before purchase where required.Coordinate office moves, workstation changes, minor renovations, fit-out works and space-planning logistics, including schedules, vendor coordination, access, furniture, technology dependencies and disruption management.Maintain a high level of confidentiality, discretion, professional judgement and accountability when handling Company, commercial, financial, client, supplier, employee-related and other sensitive information or management matters, sharing information strictly on a need-to-know basis.Prepare concise monthly office administration reports covering facilities issues, vendor performance, renewals, office costs, procurement status, asset/inventory matters, travel administration, recurring issues and actions requiring management attention.Take ownership of administrative actions, approvals, service requests and management instructions from initiation through completion, maintaining supporting records, proactively following up with stakeholders and escalating overdue or unresolved matters until fully closed out.Identify opportunities to simplify office processes, reduce recurring costs, improve service reliability and strengthen controls, and present practical recommendations with supporting informationPrepare, follow up and manage all company activities including monthly pinspirations, team building, adhoc outing, monthly birthday celebrations as necessary.Manage the Company Quality implementation and Audit process for all design projects in line with established systems and as defined in accordance with ISO 9001:2015Lead by example and ensure the team are providing a professional level of service and consistently exhibiting Kristina Zanic Consultants Service Standard and Values

Qualifications

Minimum of 10+ years’ experience in a senior administrative, office management or operations support rolePossess excellent written and verbal communication, correspondence, document-preparation and presentation skills, with a high standard of accuracy.Possess advanced computer skills, including strong working knowledge of MS Office and Excel.Possess strong administrative, record-keeping, filing, monthly reporting, time-management and organisational skills.Proven ability to manage multiple priorities and stakeholders across a broad range of administrative functions.Proactive, solutions-oriented and collaborative, with strong follow-up discipline and sound professional judgement.Strong service orientation and attention to detail, with commercial awareness and confidence in the full scale of office administration.Diploma or bachelor’s degree in Business Administration, Office Management, Facilities Management or a related discipline is preferred.Experience maintaining confidential records and handling sensitive commercial or management information with discretion.Working knowledge of workplace health, safety, emergency-readiness and facilities compliance administration is advantageous.Send your resume to careers@kristinazanic.com today and take your career to the next level!#Hiring #BKK #Seniorofficeadmin #Joinourteam