Workplace Operations Specialist

About the Role

We're looking for a Workplace Operations Manager who can run a reliable, well-controlled workplace operation for our Taiwan office, lead a small Workplace Operations team, and has the judgment to take on broader responsibilities over time.

This role owns day-to-day workplace operations, including office administration, facilities, vendors, procurement, budget tracking, inventory and asset management, events, and internal coordination. You will also manage a small team supporting workplace operations and employee café services, setting clear expectations, following up on performance, and addressing gaps when standards are not met. The goal is not simply to complete administrative tasks, but to keep operations stable, visible, and under control.

We're looking for a resourceful, thoughtful operator who notices what needs attention, stays on top of details and numbers, gets to the root of problems, and drives them through resolution.

As you build context, judgment, and trust, you'll also have opportunities to support senior leadership on selected operational, time-sensitive, or confidential matters.

For the right person, this role can grow into broader Workplace Operations leadership and higher-impact cross-functional responsibilities over time.

The Mindset We're Looking For

You don't think “I completed the task I was given.” You think “The problem is solved, the right people know, and I know what happens next.”

You're comfortable without perfect information or step-by-step instructions. Good support isn't saying yes to everything, it's exercising judgment about what actually matters.

As a manager, you don’t assume every problem is someone else’s fault or your team’s fault. You establish the facts, identify the root cause, set clear expectations, and make sure the issue is actually resolved.

What You'll Own

Workplace Operations 

• Own day-to-day operations for the Taiwan office: admin, supplies, facilities, space planning, workplace requests, and operational readiness.
• Manage vendors and procurement end-to-end: sourcing, negotiation, purchasing, follow-up, and issue resolution.
• Track workplace budgets and spend; maintain visibility, flag risks early, and keep spending within agreed parameters.
• Maintain appropriate inventory levels and accurate records for workplace supplies, equipment, and company assets; coordinate replenishment and lifecycle needs.

Problem-Solving, Not Task-Completion  

• Take ownership of issues start to finish, including ones nobody assigned to you.
• Spot recurring pain points and fix the process, not just the symptom.
• Know what to solve yourself, what needs collaboration, and what to escalate.

Cross-Team Coordination 

• Chase decisions until they become action, not just relay messages.
• Keep the right people informed, without adding communication noise.

Team Leadership & Performance 

• Lead a small Workplace Operations team across office operations and employee café services.
• Set clear responsibilities, priorities, and performance expectations while giving experienced team members appropriate autonomy.
• Monitor performance through outcomes and follow-through, not activity alone, and address gaps directly when expectations are not met.
• Continuously improve how the team works rather than simply inheriting existing habits or processes.

Executive Support (10–20%, as trust grows) 

• Provide occasional operational and administrative support to the co-CEOs, including meeting logistics, coordination, and time-sensitive requests.
• Handle selected confidential or sensitive matters with discretion.
• Support ad hoc business or operational projects where context, follow-through, and judgment matter.
• Turn scattered information into clear, concise updates when leadership input or decisions are needed.

Must-Haves

• 3+ years in workplace operations, office administration, business operations, procurement, or a related operational role.
• Hands-on experience leading people or directly managing performance, including setting expectations, giving feedback, and addressing performance gaps.
• Able to communicate effectively in Mandarin and English in day-to-day work situations, including face-to-face conversations with colleagues and senior stakeholders.
• Hands-on experience with budget planning and tracking, procurement, inventory, equipment, or asset control, with the ability to build reasonable assumptions, monitor actual spend, and maintain operational visibility and discipline.
• Ownership mindset; resourceful, self-directed, and comfortable figuring things out with limited guidance.
• Highly organized; manages multiple priorities and follow-ups without letting details fall through the cracks.
• Sound judgment and discretion, with the maturity to work across teams, seniority levels, and external partners.

Clear & Structured Communication

Lead with the answer. Separate signal from noise. Escalate with a proposed path forward, not just a problem. Senior leaders shouldn't need ten minutes to understand what you need from them.

Nice to Have

• Experience supporting senior leadership on operational, coordination, or time-sensitive matters.
• Owned an operational improvement, system implementation, office move, or cross-functional project.
• Experience with vendor contracts, spend analysis, forecasting, or asset lifecycle management.
• Startup, SaaS, or fast-moving environment experience.
• Used AI or productivity tools to improve operational workflows.
• A track record of expanding scope over time.

What Growth Looks Like

We're looking for someone who can first establish strong, reliable Workplace Operations ownership.

As you build context and trust, your scope may expand into larger cross-functional projects, executive coordination, and broader Workplace Operations leadership.

Workplace Operations → Cross-Functional Projects → Executive Coordination → Executive Support / WPO Leadership

📝 Interview Rounds

We're committed to a straightforward recruitment process that respects your time.
All of the following stages will be conducted in both Chinese and English.
Online Interview (approx. 60 minutes):

A chance for us to get to know each other, we'll cover your background, expertise, expectations, and availability.
↓
In-Person Interview (approx. 60 minutes):

A deeper conversation with the team, covering past experience, ways of working, and mutual expectations for the role going forward.