Role Scope:

• This role requires a candidate who will represent the office with warmth and professionalism, maintaining a positive attitude and fostering a welcoming workplace experience.

• Responsible for the smooth daily operations, exceptional workplace experience, and promoting a culture of safety for employees and visitors at our office location

• This role supports facilities coordination, vendor management, administrative tasks, and front-of-house services.

RESPONSIBILITIES:

Office & Workplace Operations

• Serve as the main point of contact for all workplace-related and safety matters within the office.

• Coordinate office maintenance, repairs, and general upkeep to maintain a clean and functional environment.

• Manage office supplies and inventory, including ordering, restocking, and tracking usage.

• Assist with office moves, desk arrangements, and workspace readiness.

• Manages employee temporary access badges and/or parking passes.

• Partner with regional Global Security team members to ensure all PTC Global Safety and Security policies, standards and procedures are properly implemented and followed on site.

• Welcome new hires and prepare their workstations, equipment, and access ahead of their start date.

• Handle incoming and outgoing mail, courier services, and office shipments.

• Leads and coordinates the office Emergency Response Team (ERT), with assistance by global security.

• Responsible for occupational safety, health and employee welfare matters required by the Labor Bureau for Taiwan Office; obtain Class B OSH Supervisor and First Aider Certificates post onboarding, and assist with related official filings.

Reception & Administrative Support

• Greet and assist visitors, ensuring a professional and friendly front-desk experience.

• Ensures all visitors sign-in/sign-out of the facility using the Enterprise Visitor Management System (EVMS) or through an established visitor log, as defined by Global Security

• Answer and direct phone calls, emails, and general inquiries.

• Maintain meeting rooms, ensuring they are routinely clean, stocked, and equipped for use.

• Support internal communications and announcements related to office logistics. Event & Meeting Coordination

• Assist in organizing internal events (e.g., Social Fridays, Earth Day, team celebrations).

• Coordinate logistics for meetings, training, and small-scale events, including catering and room bookings.

• Liaise with vendors for event-related services and supplies.

Procurement & Vendor Support

• Support vendor onboarding and maintain updated records of contracts and insurance.

• Raise purchase requests (PRs) for office supplies, services, and event needs.

• Track invoices and liaise with the Accounts Payable team to ensure timely payments.

• Establish a strong working relationship with building management team, and be able to escalate and resolve issues as needed.

Office IT Facilities Support

• Work with IT to complete laptops initialization for new hires.

• Deliver laptops to all users in Taiwan/Australia/Singapore/Vietnam/Thailand etc.

• Manage IT peripherals such as mouse / headset / backpack / docking, etc. in the office and handover to new hires.

General Support & Collaboration

• Maintain confidentiality and uphold company values in all interactions.

• Continuously seek ways to improve workplace efficiency and employee experience.

• Perform other administrative or workplace-related tasks as assigned by the manager.

Performance indicators: are defined, discussed and agreed during the regular meetings that take place between the employee and direct manager for setting performance goals & objectives, respectively for assessing/ reviewing individual performance. Performance assessment/ evaluation is done considering the level of achievement of these objectives by the employee. Specific information regarding the annual performance review process will be sent through internal communications made at company level.

JOB SPECIFICATIONS REQUIREMENTS:

1. Education • University degree

2. Experience • A minimum of 5 - 7 years in office management in a global company.

3. Abilities

• Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, SharePoint, OneNote, Outlook, etc.

• Basic knowledge of financial terms.

• Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications

• Ability to work as part of a global team with limited on-site management;

• Detail-oriented, reliable, flexible person with a professional attitude;

• Possess strong organizational and time management skills;

• Ability to communicate effectively verbally and in writing, customer oriented;

• Ability to interact with employees and vendors in a professional manner;

• Strong problem solving skills, documentation skills, research and data analysis skills.

Receptionist / Office Admin