UVJC is a Singapore‑based deep‑tech equipment company developing next‑generation dry thin‑film printing and deposition technologies. We design and build advanced tools that bridge the gap between R&D and scalable manufacturing, enabling precision, solvent‑free fabrication across semiconductors, electronics, and emerging applications.

Shape the future with us.

Job Purpose:

The Office Operations Associate is an entry-level position designed for a fresh bachelor’s degree graduate who is keen to build a broad foundation in office operations, administration, procurement, finance administration, and human resources support. Working closely with the Office Operations Manager and internal stakeholders, the incumbent will learn UVJC’s processes, support day-to-day coordination, maintain accurate records, and follow through on assigned activities. The role offers hands-on exposure across the employee and vendor lifecycle and requires a positive learning attitude, sound judgement, discretion, and attention to detail.

Key Responsibilities:

Secretarial and Administrative Support

• Provide day-to-day administrative support to the Office Operations Manager and business leaders, including document preparation, correspondence, filing, trackers, and follow-up actions under guidance.

• Support calendar coordination, internal and external meeting arrangements, appointment scheduling, and the resolution of straightforward scheduling conflicts.

• Prepare meeting logistics, including visitor arrangements, meeting rooms, materials, refreshments, and virtual meeting links.

• Maintain organised electronic and physical records, including SharePoint folders, registers, templates, and standard operating documents.

• Assist with travel arrangements, company activities, staff events, and other coordination requirements as assigned.

Procurement and Vendor Support

• Support procurement administration by preparing purchase requests and tracking approvals, orders, deliveries, and outstanding actions.

• Assist with vendor onboarding by collecting registration forms, compliance documents, banking details, and other required records.

• Maintain procurement and vendor trackers and ensure supporting documentation is complete and filed appropriately.

Invoice and Finance Administration

• Receive and perform an initial check of vendor invoices for accuracy, supporting documents, approvals, and alignment with purchase orders before submission for review and processing.

• Maintain invoice and payment trackers and follow up on missing documentation, discrepancies, and payment status under guidance.

• Assist with the administration of staff expense claims, petty cash, budget trackers, and basic management reports as required.

Human Resources Support

• Support recruitment administration, including interview scheduling, candidate communications, reference checks, and document preparation.

• Assist with onboarding and offboarding activities, including personnel documents, orientation schedules, workspaces, access requests, equipment, and checklists.

• Maintain employee records and HR trackers, including leave, training, benefits, and personnel documentation, in accordance with confidentiality requirements.

• Support employee engagement, welfare, learning activities, and HR-related communications.

• Provide administrative support for payroll inputs, work pass matters, insurance enrolment, and statutory activities under the guidance of the Office Operations Manager.

Office and Facilities Support

• Monitor office supplies, stationery, pantry items, equipment, and shared facilities to help maintain a professional and well-functioning workplace.

• Coordinate routine maintenance and service requests with building management, contractors, and service providers under guidance.

• Support workplace safety, emergency preparedness, licences, insurance renewals, and other office administration activities as assigned.

• Undertake ad hoc duties, improvement initiatives, and projects assigned by the Office Operations Manager.

Skills:

• Proficient in Microsoft Office applications, particularly Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Proficient in Microsoft Office applications, particularly Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Good organisation and time-management skills, with the ability to manage assigned priorities and follow through on details.

• Good written and verbal communication skills.

• Strong attention to detail when handling invoices, procurement documents, records, and numerical information.

• Able to work within established procedures, seek guidance when needed, and escalate exceptions appropriately.

• Professional and discreet when handling confidential employee and company information.

• Willing and able to learn business systems such as Odoo or similar ERP and HR platforms.

Education:

• Bachelor’s degree in Business Administration, Human Resources, Office Management, Finance, Operations, or a related discipline.

Experience:

• Fresh graduates are welcome to apply. Prior relevant work experience is not required.

• Internship, project, student leadership, volunteer, or part-time experience involving administration, coordination, finance, procurement, HR, or events is advantageous.