岗位职责
- Office Operations & Facility Management - Lead the daily operations of the local office, ensuring all administrative and facility-related processes run smoothly and efficiently. - Develop and implement office operation policies and SOPs to improve efficiency and effectiveness. - Supervise maintenance, cleanliness, safety, and general functionality of the office; manage vendor contracts and ensure timely delivery of services. - Handle escalated office-related issues and coordinate solutions with relevant internal and external stakeholders. - Optimize scheduling and usage of office space and meeting rooms.
- Admin related Procurement & Asset Management - Oversee the full cycle of office procurement, including budget planning, vendor selection, price negotiation, and procurement compliance. - Develop and maintain relationships with key suppliers, ensuring service quality, cost-effectiveness, and timely delivery. - Monitor and report on inventory levels, usage trends, and procurement KPIs; recommend cost-saving measures and inventory optimization strategies. - Maintain records of office assets and manage asset allocation, utilization, and retirement.
- Expense & Budget Control - Supervise the expense reimbursement process, ensuring compliance with company policies. - Review and consolidate monthly administrative expense reports, identifying variances and proposing corrective actions. - Assist in drafting and managing the annual administrative budget, ensuring all activities remain within approved limits.
- Logistics & Documentation Management - Oversee the management of incoming and outgoing letters, packages, and courier services, ensuring timely and secure delivery. - Build and maintain procedures for the safe handling of confidential and sensitive documents. - Develop a tracking system for mail logistics and ensure all records are maintained accurately.
- Event & Team Activity Coordination - Lead the planning and execution of team-building activities, employee engagement events, and major corporate events. - Manage end-to-end logistics including venue selection, vendor coordination, transportation, catering, and budgeting. - Evaluate the effectiveness of team events and recommend improvements aligned with company culture.
- Employee Travel & Accommodation Support - Provide support for complex or special accommodation and travel requests not covered under regular employee self-booking. - Serve as escalation point for exceptional booking needs, policy interpretation, or travel-related troubleshooting. - Maintain relationships with preferred travel/accommodation partners and ensure compliance with travel policy.
- Senior-Level Administrative Support - Act as the key administrative liaison for the Country Manager and/or Admin Head, providing high-level support such as: Calendar management, meeting coordination, and travel arrangements; Drafting internal communications, preparing presentation materials, and compiling reports; Representing the admin function in cross-functional meetings when required. - Lead or support strategic administrative projects and process improvement initiatives.
- Compliance & Risk Control - Ensure all administrative activities comply with internal control policies and local regulations. - Support audits, inspections, and risk control activities related to administrative operations.
- Team Guidance & Collaboration - May provide guidance or informal supervision to junior administrative staff or receptionists. - Foster a collaborative and service-oriented environment within the office.
职位要求
- Bachelor's degree or above in Business Administration, Management, or a related field.
- Experience in administrative or office management roles, with increasing responsibilities.
- Strong interpersonal, communication, and negotiation skills.
- Proven ability to manage multiple priorities, solve problems independently, and work in a fast-paced environment.
- Proficient in Microsoft Office Suite and office management software/tools.
- Experience working in multinational or cross-cultural environments is a plus.
- Fluent in English (spoken and written)/ Proficiency in Mandarin Chinese is a strong plus.
