Administrative Specialist I
This position is no longer accepting applications(closed Aug 17, 2026).
Summary
Provides office and lab administrative support, handles front-desk duties, coordinates facilities, and maintains records in a professional environment.
The Administrative Services Assistant is responsible for supporting the day-to-day administrative operations of both the office and laboratory. This role primarily focuses on office administration, facilities coordination, and workplace support, while also providing reception counter coverage and front desk services. The successful candidate will work closely with internal stakeholders and vendors to ensure smooth office operations, a professional workplace environment, and high service standards.
- Provide administrative and operational support for the daily activities of the office and laboratory.
- Cover the reception counter, including visitor registration, telephone enquiries, mail handling, and front desk support.
- Coordinate meeting room bookings, visitor arrangements, courier services, and office facilities support.
- Maintain administrative records, reports, logs, and business documentation with a high degree of accuracy.
- Prepare and submit weekly operational reports and participate in monthly administrative review meetings to provide updates on assigned tasks, operational activities, expenses, and workplace issues.
- Monitor office supplies and support procurement and inventory management activities.
- Coordinate with vendors and follow up on maintenance, repair, cleaning, and workplace-related issues.
- Support employee onboarding, staff activities, and general office administration.
- Assist in office and facilities inspections to ensure a safe, organized, and professional working environment.
- Work closely with internal stakeholders to deliver efficient and professional administrative services.
- Ensure compliance with company policies, the UL Code of Conduct, and all physical and digital security requirements.
- Perform other administrative duties and special projects as assigned.
This addition aligns with your expectation that the employee maintains weekly reporting, tracks operational issues, and attends monthly admin meetings as part of the role.
- Strong administrative, organizational, and multitasking skills.
- Professional and customer-service-oriented with excellent communication skills.
- High attention to detail, accuracy, and accountability.
- Proactive, self-motivated, and able to work independently.
- Willing to provide regular reception counter coverage as part of daily responsibilities.
- Committed to maintaining high service standards in a fast-paced office and laboratory environment.