Administrative Services Officer
Xendit provides payment infrastructure across Southeast Asia, with a focus on Indonesia and the Philippines. We process payments, power marketplaces, disburse payroll and loans, provide KYC solutions, prevent fraud, and help businesses grow exponentially. We serve our customers by providing a suite of world-class APIs, eCommerce platform integrations, and easy to use applications for individual entrepreneurs, SMEs, and enterprises alike.
Our main focus is building the most advanced payment rails for Southeast Asia, with a clear goal in mind — to make payments across in SEA simple, secure and easy for everyone. We serve thousands of businesses ranging from SMEs to multinational enterprises, and process millions of transactions monthly. We’ve been growing rapidly since our inception in 2015, onboarding hundreds of new customers every month, and backed by global top-10 VCs. We’re proud to be featured on among the fastest growing companies by Y-Combinator.
The Role
As an Executive Assistant...
- Manage calendar, emails, mail, travel, general administration for VP of Sales
- Be able to execute the above with an appropriate decision framework e.g. prioritizing the right meetings, emails and travel agenda and solutioning for meeting conflicts
- Execute on business trip arrangements (e.g. flights, accommodation and travel insurance)
As an Office Manager...
- Maintain a warm, clean and inviting workplace environment in Singapore
- Ensure the implementation and communication of health, security and safety measures, including being responsible for keeping the workplace clean and arranging repairs for faulty fixtures and equipment
- Supervise third party vendors engaged to maintain the office
- Give new employees physical access to the office
- Support and guide our employee community on amenities usage to help maximize their productivity in the workplace
- Coordinate logistics when we have physical meetings and town halls
- Organize office activities and events (outing, staff party, birthday cake for employees’ birthday, product launching, workshop etc)
- Create and responsibly execute on processes for local office administration, including
- Receipt, management and forwarding of all inbound mail and deliveries
- Handle formalities and documentation relating to the Singapore office such as license renewals, bill payments and insurance claims
- Manage and arrange for storage and security of fixed assets
- Purchase and inventory management of office equipment and supplies
- Supervision of any office renovation
- Prepare office supplies budget, manage purchase orders, monthly reports and follow ups such as those relating to payment discrepancies
- Manage our vendors, including searching good vendors, negotiating commercial terms, contract management, timely invoice processing and payments, and on-site supervision
- Manage and supervise meeting room booking and ensure no conflicts in schedules
- Organize hampers and flowers for employees, partners, investors and customers for special occasions
- Liaise with building management, authorities and other externals to fulfill our office management responsibilities
- Develop local / centralized policies and SOPs that are relevant to support the efficiency of our business operations and office management, such as expense, asset, document management, Covid and health policies, office operation (hours and holidays), procurement policies and IT support
What we’re looking for
Behaviors
- You are willing and able to...
- Do what it takes to meet the needs of the company even if it is not within your formal job description
- Think on your feet
- Create logical process, policy and any output from nothing
- Ask questions to stakeholders to get the help that you need
- Be a creative problem-solver
Experience
- 2-3 years relevant experience as an Executive Assistant and/or office administration
- Relevant Skills
- Good organization, time management and scheduling skills
- Basic bookkeeping experience, especially in accounts payable/receivable
- Experiencing using office management software, including word processing software and spreadsheets
- Strong communication skills
