Job Description

About GLAMPICK

GLAMPICK is committed to creating exceptional customer experiences while fostering a productive, collaborative, and people-centric workplace. As we continue to grow our corporate and retail operations, we are looking for a proactive, highly organized, and dependable Senior Executive, Administration & Operations Support to ensure smooth administrative, workplace, and operational functions across the organization.

This role plays a critical part in supporting both head office administration and retail operational needs, ensuring that employees, stores, vendors, and business stakeholders receive efficient and professional administrative support.

Position Summary

The Senior Executive, Administration & Operations Support is responsible for overseeing office administration, workplace operations, facilities management, vendor coordination, and retail administrative support. Reporting directly to the HR Manager, this role ensures seamless daily operations across the corporate office and retail locations while contributing to employee experience, operational efficiency, and business continuity.

The ideal candidate is highly organized, service-oriented, resourceful, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Office Administration & Operations

• Manage and oversee daily office administration and operational activities.
• Ensure smooth office workflow and maintain a professional working environment.
• Coordinate office supplies, pantry inventory, stationery, and workplace resources.
• Manage incoming and outgoing correspondence, courier services, and general office communications.
• Maintain proper filing systems, records, and administrative documentation.
• Support company-wide administrative initiatives and operational requirements.

Executive & Administrative Support

• Provide administrative support to the HR Manager and management team.
• Coordinate meetings, appointments, travel arrangements, accommodation bookings, and logistics.
• Prepare reports, presentations, meeting materials, and business correspondence.
• Assist in coordinating company events, management meetings, and internal activities.
• Handle confidential information with professionalism and discretion.

Facilities & Workplace Management

• Oversee daily office facilities and workplace operations to ensure a safe, clean, and productive environment.
• Coordinate maintenance works, repairs, cleaning services, renovations, and facility improvement projects.
• Liaise with building management, landlords, contractors, and service providers.
• Conduct regular workplace inspections and ensure office facilities remain fully operational.
• Monitor office equipment and coordinate servicing, replacement, or upgrades as needed.
• Ensure workplace health, safety, and security standards are maintained.

Workspace & Asset Management

• Manage employee access cards, lockers, office keys, and workstation allocations.
• Maintain office asset inventories, furniture records, and equipment tracking.
• Coordinate issuance and collection of company assets.
• Ensure proper asset documentation and inventory control processes are maintained.
• Support office expansion, relocation, and workspace planning activities.

Employee Experience & HR Support

• Partner with HR to support employee onboarding and offboarding activities.
• Ensure workstations, access cards, equipment, and office resources are prepared before employees' start dates.
• Support employee engagement initiatives, celebrations, wellness activities, and workplace programs.
• Act as a key contact point for workplace-related employee support and requests.
• Contribute to creating a positive and employee-friendly workplace environment.

Retail Operations Administrative Support

• Provide administrative support to retail stores, showrooms, pop-up locations, and operational teams.
• Coordinate outlet administrative requirements, operational supplies, uniforms, and documentation.
• Liaise with store supervisors and operations teams regarding maintenance, facility issues, and operational requests.
• Support new outlet openings, relocations, renovations, and store setup activities.
• Coordinate vendor services for retail locations, including maintenance, cleaning, internet, utilities, and equipment servicing.
• Maintain operational records, permits, licenses, tenancy documents, and store-related documentation.
• Assist in coordinating onboarding logistics, uniforms, access cards, and equipment for retail employees.
• Support retail teams with administrative coordination and operational matters as required.

Vendor & Procurement Management

• Source, negotiate, and manage office and operational vendors.
• Obtain quotations and coordinate procurement activities.
• Monitor vendor performance and ensure service standards are achieved.
• Support contract renewals and vendor evaluations.
• Maintain strong working relationships with external suppliers and service providers.

Budgeting & Documentation

• Track and monitor office, facility, and operational expenses.
• Coordinate invoice verification and payment processing with the Finance team.
• Maintain proper records of expenditures, contracts, service agreements, and procurement activities.
• Assist in budget planning and cost control initiatives.
• Prepare periodic administrative and operational reports when required.

Process Improvement & Compliance

• Continuously identify opportunities to improve administrative processes and operational efficiency.
• Recommend and implement best practices for workplace management and operational support.
• Ensure compliance with company policies, workplace regulations, and administrative procedures.
• Participate in cross-functional projects and business improvement initiatives.
• Support ad-hoc projects and assignments as directed by the HR Manager.

Job Requirements

Requirements & Qualifications

Education

• Diploma or bachelor's degree in business administration, Office Management, Operations Management, Human Resources, or a related field.

Experience

• Minimum 4–6 years of experience in office administration, workplace operations, facilities management, retail operations support, or related functions.
• Experience supporting both corporate office and retail operations is an added advantage.
• Experience managing vendors, facilities, and operational coordination is preferred.

Skills & Competencies

• Strong organizational and time-management skills with excellent attention to detail.
• Excellent verbal and written communication skills.
• Strong interpersonal and stakeholder management abilities.
• Proactive, resourceful, and solution-oriented mindset.
• Ability to work independently and manage multiple priorities effectively.
• Strong coordination and problem-solving capabilities.
• Proficient in Microsoft Office Suite, Google Workspace, and administrative systems.
• Ability to maintain confidentiality and exercise sound judgment.

Key Performance Indicators (KPIs)

• Office operational efficiency and service quality.
• Workplace readiness and employee satisfaction.
• Timely onboarding and offboarding support.
• Vendor performance and service delivery.
• Retail outlet administrative support effectiveness.
• Budget and expense management accuracy.
• Administrative documentation accuracy and compliance.
• Successful implementation of process improvement initiatives.

Our Culture & Expectations

At GLAMPICK, we are committed to building a collaborative, respectful, and high-performing workplace. As part of our team, you are expected to:

• Demonstrate professionalism, accountability, and emotional intelligence in all interactions.
• Take ownership and initiative in solving problems and improving processes.
• Foster a positive environment where teamwork, cleanliness, well-being, and operational excellence are prioritized.
• Build strong relationships with employees, vendors, and business stakeholders.
• Embrace feedback, continuous learning, and personal growth.
• Contribute beyond your core responsibilities to support company goals and business success.

Why Join GLAMPICK?

• Opportunity to support both corporate and retail business operations.
• Exposure to cross-functional projects and operational initiatives.
• Dynamic and collaborative work environment.
• Career growth and development opportunities.
• Meaningful role in shaping employee experience and operational excellence across the organization.

Skills