Job Overview
Kathmandu, Nepal
Full-Time
On-Site
Company · XylonTech
About the Role
ABOUT THE ROLE
XylonTech is seeking a dependable and highly organized Operations & Administrative Coordinator to support the day-to-day functioning of our Kathmandu office.
This role will manage routine office administration, vendor coordination, records, logistics, and operational follow-through. The right person enjoys creating order, follows through without repeated reminders, communicates clearly, and is comfortable handling both administrative details and practical office needs.
What You’ll Do
Office Administration
Coordinate office supplies, equipment, utilities, internet, maintenance, repairs, and other routine office needs.
Maintain relationships with the landlord, service providers, vendors, and local suppliers.
Track recurring bills and due dates and prepare payments for authorized approval.
Maintain an organized inventory of office assets, equipment, and supplies.
Coordinate meeting logistics, office visits, team gatherings, and local travel when needed.
Operational Coordination
Maintain recurring operational calendars, checklists, trackers, and documentation.
Follow up on assigned actions and ensure routine tasks are completed on time.
Collect receipts, invoices, attendance records, and supporting documents for the accountant and Regional Head.
Support employee onboarding and offboarding logistics, including equipment, documentation, and workspace preparation.
Maintain accurate administrative records while protecting confidential information.
Vendor and Financial Administration
Request and compare vendor quotations when required.
Organize invoices, receipts, petty-cash records, and approved office expenses.
Coordinate supporting documentation with the company accountant.
Flag unusual expenses, missed deadlines, operational risks, or vendor concerns promptly.
Follow established approval processes and never commit company funds without authorization.
Team Support
Serve as the first coordination point for routine office and administrative requests.
Communicate important operational notices to the team.
Support a professional, safe, inclusive, and welcoming office environment.
Escalate employee, compliance, safeguarding, or sensitive personnel matters to the Regional Head.
What We’re Looking For
QUALIFICATIONS
Bachelor’s degree in business administration, management, operations, finance, or a related field preferred.
Approximately 1–3 years of experience in office administration, operations, coordination, or a similar role.
Strong organizational skills and consistent attention to detail.
Ability to manage recurring responsibilities and follow through independently.
Clear written and verbal communication in Nepali and English.
Comfortable using Microsoft 365, including Outlook, Teams, Word, and Excel.
Professional judgment when handling financial, employee, and company information.
Experience working with vendors, invoices, office logistics, or administrative records is preferred.
Helpful Experience
WHAT SUCCESS LOOKS LIKE
Within the first three months:
Office bills, supplies, maintenance, and recurring tasks are tracked and completed on time.
Administrative and financial supporting documents are organized and easy to retrieve.
Routine office requests are resolved without requiring the Regional Head’s direct involvement.
Vendors and operational issues have clear owners, timelines, and follow-up.
Nepal leadership can dedicate substantially more time to people, systems, delivery, and organizational growth.
ABOUT XYLONTECH
XylonTech is a globally connected technology company working across the United States and Nepal. We help mission-driven organizations turn complex challenges into secure, scalable, and human-centered digital systems through strategy, design, modern engineering, responsible AI, and collaborative delivery.
We value trust, initiative, accountability, thoughtful communication, and growth that strengthens others.
HOW TO APPLY
Send the following to hr@xylontech.com:
Résumé
A brief introduction explaining your interest in the position
Current location
Earliest available start date
Email subject: Application — Operations & Administrative Coordinator