Job Description

Key Responsibilities

Procurement & Vendor Management

Source, compare, and recommend vendors for services/products (household, office, hospitality, education, wellness, etc.); obtain competitive quotations where applicable. Run cost comparisons/TCO (Total Cost of Ownership) and prepare justification notes; maintain a preferred supplier list, rate cards, and SLAs. Conduct basic vendor onboarding and track performance/renewals. Execute approved purchases across daily consumables to large furniture/equipment; accompany CEOT or delegate for key purchases.

Finance, Controls & Records

Raise/track requests, approvals, POs, GRNs; verify invoices, delivery orders, and receipts in our internal system; liaise with Finance/AP on payments Petty cash administration (no cash handling): track requests and approvals, collect and file receipts/supporting documents, and prepare the month-end reconciliation pack and summary tables for CEOT/EAO/Household; liaise with Finance/AP on disbursements. Maintain an asset register (tagging, warranties, service contracts) and, with Household Tem, maintain an inventory tracker (household/office supplies) with par levels and assist with reorder points. Ensure audit-ready documentation and compliance with policies and approval limits.

Facilities, Maintenance & HSE (Health, Safety & Environment)

Coordinate preventive/corrective maintenance for assets (e.g., copiers, appliances, furniture), schedule access, and arranges for supervision of vendors onsite. Keep HSE basics in check (contractor sign-ins, risk awareness, incident log) and support insurance claims for property/asset incidents.

Fleet & Transport Administration

Support fleet admin: registration/insurance/road-tax & inspection reminders, service bookings, fuel/parking cards, and logbooks. Double-check driver maintenance records and escalate discrepancies; manage spare keys and vehicle documents custody.

People, Travel & Events Support

Prepare forms/contracts (e.g., driver hiring, car rental, helper checks); assist with onboarding/offboarding checklists and file custody. Small household events: Coordinate arrangements and (vendor quotes, supplies, setup). Draft/translate simple templates in English/Chinese as needed.

Service & Continuous Improvement

Provide responsive support to CEOT/Household/Executive Assistant Office Maintain SOPs, checklists, and templates; propose process and cost improvements; keep calendars for renewals and maintenance windows.

Requirements :

Experience:

2-4 years in purchasing/operations/admin; household/family office or hospitality/facilities exposure is a plus.

Education:

Diploma or above preferred.

Technical:

Comfortable with Microsoft suite; able to build clear comparison tables, trackers, and dashboards.

Purchasing Fundamentals:

Vendor sourcing, negotiation basics, TCO/cost comparison, approvals, and record control.

Finance & Controls:

Petty cash reconciliation, invoice/PO matching, asset/inventory tracking; audit-ready documentation.

Coordination:

Vendor supervision onsite, scheduling, follow-through across multiple stakeholders.

Communication:

Clear written/spoken English & Chinese for vendors and household staff.

Discretion & Integrity:

Handles confidential information professionally; high service orientation and reliability. *

Nice-to-Have:

Basic HSE awareness; fleet admin familiarity; exposure to insurance/claims; simple contract/template drafting.