Assistant Office Manager

About the role

Lumilens, a well-funded startup building photonics infrastructure for AI supercomputing, is looking for an Assistant Office Manager. The person will act as receptionist and manage daily office administration and operations so that colleagues can focus on serving clients and collaborating. The role requires in-depth knowledge of company operations, policies and procedures, and handles information of a highly confidential and critical nature.

Key responsibilities

• Manage day-to-day office operations and create a professional, well-supported office environment
• Oversee kitchen and office supplies, meeting-room readiness and shared spaces
• Manage office supplies, procurement, facilities maintenance and cleaning services, and act as the main contact for office service providers
• Coordinate maintenance, repairs, cleaning and facility work orders
• Organise confidential company documentation and maintain proper filing systems
• Coordinate events, workshops, leadership meetings and team activities
• Source quotations, arrange purchases, monitor spending and coordinate invoices and payments with Finance and Procurement
• Handle travel and logistics arrangements when required
• Manage calls, mail and courier services, greet visitors and arrange meeting rooms
• Provide general administrative support to management and executives when needed

Required profile

• Diploma or degree in Business Administration or a related discipline
• Minimum 3-5 years of relevant experience in administrative and/or support roles
• Strong written and oral communication in English and Chinese
• High level of discretion and attention to detail when handling confidential information
• Excellent communication and interpersonal skills with employees, senior leaders, vendors and partners
• Strong organisational and time-management skills, able to multitask in a fast-paced environment