Administration Services Officer

Company: Vinarco Services (Thailand) Limited.
Division/Department: Administration Department
Job Title: Administration Services Officer
Report To:
N1 Administration Services Supervisor
N2 Administration Manager
Job Type: Full-time
Work Location: Head office
Job Purpose:
Provide administrative services to support clients and operations with a focus on logistics purchase
order issuance medical arrangements insurance enrollment and procurement support. Ensure smooth
and timely coordination with the Operations Team vendors and other departments as necessary.

Job Scope:
Logistics Arrangement
Arrange and coordinate local and international travel (flights hotels ground transportation) for
employees consultants and contractors as assigned.
Ensure bookings are accurate cost-effective and confirmed on time.
Liaise with travel agencies hotels and transport providers to secure reliable services.
Maintain booking records and share travel itineraries with the Client Operations Team and relevant
stakeholders.

PO Issuance
Prepare and issue purchase orders (POs) related to travel logistics and medical services.
Ensure POs are completed and approved on time to avoid delays in service delivery.
Maintain and update PO documentation and logs in alignment with the teams KPIs and individual OKRs.
Coordinate closely with Finance to ensure all bookings and vendor payments are processed smoothly
and on time.
Follow up with vendors regarding invoices payment schedules as necessary.

Medical Arrangement & Insurance Enrollment
Provide support in medical and insurance arrangements only when delegated or during Supervisors
absence (assist in scheduling preparing documents or claims follow-up).

Procurement Support
Assist Corporate Administration Officer and Administration Manager in supplier evaluation process by
preparing and gathering performance data.
Support vendor registration by collecting necessary documents and ensuring compliance with company
requirements.

Contractor Data (CONTRAX2) Support
Provide support in CONTRAX2 updates only when assigned by Supervisor or Administration Manager.
Assist in filing and ensuring supporting documents are accurate when delegated.
This document is VINARCO GROUP property
It cannot be reproduced or communicated without authorization.
Printed copies are not controlled.

General Duties
Provide support to Admin team and other departments as necessary.
Answer and manage incoming company calls.
Perform other duties as assigned by the Administration Manager and Administration Services
Supervisor.

Key Accountabilities:
Timely and accurate completion of travel and logistics arrangements.
POs issued and processed efficiently without delays affecting service delivery.
Contractor medical and insurance records are maintained accurately.
Supplier and vendor processes are supported effectively.
Professional and courteous communication with staff vendors and contractors.

Qualification:
Bachelors Degree in Business Administration Management or any related field.
At least 25 years of working experience in Office Administration preferably in logistics coordination
travel booking or procurement support.
Mature flexible proactive and self-motivated with strong interpersonal skills.
Able to work well under pressure and manage multiple tasks.
Good command of both English and Thai (spoken and written).
Proficiency in Microsoft Office (Word Excel Outlook PowerPoint); experience with procurement is an
advantage.

Experience:
2-5 years previous experience in similar role/industry.
Key Skill:
Organizational skills: Ability to coordinate multiple bookings deadlines and priorities effectively.
Attention to detail: Ensures accuracy in PO issuance booking confirmations and medical/insurance
documents.
Communication skills: Capable of liaising effectively with vendors Finance Operations Team and
internal staff.
Problem-solving skills: Handles last-minute changes or booking issues calmly and effectively.
Teamwork: Works collaboratively under supervision and supports colleagues when needed.
Customer service mindset: Provides polite professional and timely support to staff contractors and
suppliers.
Adaptability: Flexible in managing urgent requests or unexpected changes in travel and medical
arrangements.
Time management: Completes assigned tasks within deadlines ensuring services are not disrupted.

Personal Attribute:
Adaptable & Flexible able to adjust to last-minute changes in travel or medical arrangements.
Detail-Oriented careful with documentation bookings and PO accuracy.
Service-Minded provides helpful polite and professional support to staff contractors and vendors.
Proactive anticipates needs follows up on pending tasks and takes initiative without waiting for
reminders.
Reliable & Responsible can be trusted to complete tasks independently and on time.
Good Interpersonal Skills works effectively with colleagues Finance Operations Team and external
vendors.
Resilient Under Pressure stays calm and solution-focused during urgent or unexpected situations.
Team-Oriented contributes positively to team goals and supports supervisors.

Performance Goals:
Complete logistics arrangements (flights accommodation ground transport) on time with zero missed
deadlines.
Ensure purchase orders (POs) related to bookings and medical arrangements are issued accurately and
without delay.
Provide professional courteous and responsive support to Operations Team Finance vendors and
contractors.
Escalate issues promptly to the Administration Services Supervisor or Administration Manager when
required.