Office Administrator

What we are looking for

The Taiwan General & Administrative Team at Nova is looking for an Office Administrator to support travel administration, office operations, facility coordination, ESG and EHS administrative activities across all Taiwan sites. The role has been adjusted to accommodate future cross-functional support while maintaining effective office operations.

Requirements:

• Bachelor’s degree with at least 3 years of experience in office administration, travel coordination, hospitality, customer service, executive support, or related functions.
• Experience supporting travel arrangements, visitor coordination, or office operations in a multinational company environment is preferred.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Service-minded, detail-oriented, and able to work independently with minimal supervision.
• Comfortable working in a dynamic environment where priorities may change throughout the day.
• Willing to provide support for urgent travel or operational matters outside normal business hours when necessary.
• Proficient in Microsoft Outlook, Excel, PowerPoint, and Word.
• Good English communication skills, both written and spoken.
• Experience with travel management systems, procurement processes, or vendor coordination is a plus.

Get to know us better

Nova (NASDAQ: NVMI) is a global company and a leading provider of innovative metrology solutions for process control in semiconductor manufacturing.

With a team of ~1400 people in three R&D centers and 27 field offices, we bring insights into the world’s most advanced industry. We leverage multiple technology fields such as physics, optics, chemistry, and algorithms to develop hardware and software solutions that measure almost every advanced computer chip built in the world.

Nova dives deep into dimensions and layers at the atomic level to extract unique insights and provide our customers with crucial decision-making data, handling critical challenges by providing unique, differentiated solutions.

Our outstanding people-focused and innovative culture means every person at Nova has the power to make an impact and significantly redefine what people can achieve through technology.

Join us if you are

A dreamer and brilliant high aimer who sees the impossible as the starting point and loves working in a multidisciplinary global team to create innovative breakthroughs.

If you need assistance due to a disability, you may contact us at [email protected]

Role Responsibilities:

1. Travel Administration (25%)

2. Process travel requests through TripEX and coordinate travel arrangements.

3. Follow up on outbound travel requests and provide travel-related support to employees.
4. Verify travel arrangements comply with company travel policies.
5. Coordinate visa, passport, and international roaming requests.
6. Arrange travel support for inbound and outbound visitors.
7. Maintain travel records, hotel rate information, and travel-related documentation.
8. Provide weekly updates on inbound and outbound travel activities.
9. Coordinate monthly travel billing reconciliation with Talma and Finance.
10. Assist employees with travel-related inquiries and issue resolution.

11. Provide timely support for urgent travel situations, including after-hours or weekend emergencies when necessary.

12. Office Administration (25%)

13. Manage employee mobile phones and access badges.

14. Coordinate business card requests.
15. Manage parking applications and records.
16. Coordinate visitor arrangements and hospitality services.
17. Create and track PR requests.
18. Support vendor registration and onboarding processes.
19. Maintain contract filing and CLM documentation.

20. Assist with administrative records management and document control.

21. Facility Coordination (10%)

22. Coordinate office cleaning services, disinfection activities, and annual deep-cleaning programs across all Taiwan sites.

23. Coordinate maintenance services for coffee machines, water dispensers, copiers, and air-conditioning systems.
24. Schedule preventive maintenance and service visits.

25. Support routine office facility inspections and maintenance follow-up.

26. EHS & Training Support (10%)

27. Arrange occupational health service visits for all Taiwan sites.

28. Maintain EHS training records and attendance tracking.
29. Support fire drill logistics and EHS-related activities.

30. Assist with office handbook updates and administrative policy maintenance.

31. Additional Responsibilities

32. Support cross-functional projects and operational initiatives as assigned.

33. Provide administrative support for business needs and special projects when required.