Executive Office Administrator

JOOLA was first established in 1952 and built a global reputation as a pioneer in table tennis. In 2022, JOOLA expanded into the rapidly growing pickleball scene and quickly attracted the biggest names in the sport. As an official table tennis sponsor for three Summer Olympic Games and the official sponsor of pickleball's top athletes and the Professional Pickleball Association (PPA), the team at JOOLA combines its storied expertise with fresh perspectives to bring innovation to both sports. JOOLA creates a variety of equipment, apparel, and accessories for both table tennis and pickleball players, professional and recreational. With offices in US, Germany, Brazil, and China, JOOLA has a global presence and wide distributor network.

Job Title: Office Administrator

Location:

Department:

Job Type:

Job Summary:

Office Manager

Key Responsibilities:

Office & Facility Management

• Oversee and support all administrative duties in the office.
• Manage office opening/closing schedules, security access, and coordinate with building management for working over weekends/holidays.
• Maintain a clean, hygienic, and organized office environment; coordinate with housekeeping, hygiene audits, and pest control services, Internet services etc.
• Manage office and IT supplies, inventory, place orders, and track usage.
• Coordinate with vendors, service providers, and landlord for office maintenance and repairs.
• Ensure workplace safety, security, and compliance with building rules.
• Front‑office coordination - answering and redirecting phone calls, taking messages, greeting visitors, and taking notes at meetings

Travel & Logistics

• Manage travel arrangements for employees (flights, hotels, cabs, visa coordination if required).
• Support travel expense documentation for finance processing.
• Arrange local transportation, hospitality and logistics for visitors, vendors, and official events.

Office Operations & Coordination

• Organize and schedule meetings, appointments, and office events (including cultural events).
• Manage incoming and outgoing correspondence (mail, packages, phone calls, couriers).
• Maintain digital and physical filing systems for office-related documents.
• Coordinate office events, festivals, and employee engagement activities (in collaboration with HR).

Employee Support

• Support onboarding logistics for new hires (workspace setup, IT coordination, access/ID cards, welcome kits).
• Ensure timely resolution of day-to-day administrative requests from employees.
• Manage issuance and tracking of office assets (chairs, desks, monitors, printers, etc.).

Reporting & Compliance

• Prepare admin reports, expense summaries, and updates for management.
• Track and manage office budgets and vendor invoices in coordination with Finance.
• Ensure compliance with company administrative policies and building regulations.

Requirements:

• Proven experience as an Office Administrator, Administrative Assistant, or similar role.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• High school diploma or equivalent; additional qualifications in Office Administration or a related field are a plus.

Preferred Qualifications:

• Bachelor’s degree in Business Administration or related field.
• Experience in [industry, e.g., Sports, legal, tech] is a plus.
• Familiarity with office management software (e.g., Microsoft suite, GreytHR, Zoho, NetSuite or similar tools).

What We Offer:

• Competitive salary and benefits package.
• Professional development and growth opportunities.
• A dynamic and collaborative work environment.
• Work-life balance with [mention any perks like flexible hours, remote options, etc.].