Provide full scale of administrative support to the professional office, ensure on-time delivery, associate satisfaction and cost effectiveness.
1. Transportation arrangement (15%)
l Bus route design and monitor, communication with the leasing vendor
l Bus leasing monthly expenses monitor, statistics and prepare payment
l Business car arrangement (for both renting cars and the company owned car)
2. Canteen management (15%)
l Food supplier performance monitoring (audit, lead the committee)
l Complain handling
l Coordinating the maintenance of canteen equipment and facility
l Monthly expenses checking and payment, daily meal ordering (if the associate doesn't come to work, we don't order the food for him/her) and review the menu
3. Travel management (20-25%)
l Ticket and hotel reservation
l Monthly expenses checking and payment
l Prepare invitation letter, Visa application
4. Support the Site Leader (30%)
l The authorized person to safe keep and use the Company chops for 2 legal entities: MGFC & MCL.
l All MRO contracts management: routing for GM role’s approval and archiving
l Annual inspection for all legal certificates (including business license and all other company certification) for the legal entities, and safe keep those certificates.
l Invitation letter for US visitors and make local travel arrangement for some of the visitors.
l Help the Site Leader to arrange the Board meetings and follow up with any changes on JV contracts (like the change of board members will trigger the renew process on a lot of legal documents)
5. Others (10-15%)
l Monitor attendance system, generate the attendance report according to the attendance policy.
l Leave / vacation statistics (before Workday)
l Support the HR/Admin. Supervisor on the company events like team building and annual party etc.
Requirements and Qualifications:
1. Bachelor degree. At least 4 year at administration function preferably from professional office environment.
2. Good English skill at both Oral and Written.
3. Good Word and Excel skills.
4. Teamwork player with coordinating skills.
l Being Resilient
l Manages Complexity
l Plans and Aligns
l Situational Adaptability
Receptionist (outsourced today)
Normal office support
l Reception: Visitor receiving, couriers management, switchboard Business card printing
l All administration expenses statistics, classification and payment.
l Stationery planning, ordering and distribution
l Other office supplies – tea, coffee, water, tissue, toilet paper etc. planning and ordering
l Maintain and assist the operation of office facilities, such as printer, fax, and telephone
l Office housekeeping – work with the outsourced vendor.
l Backup to the Admin. specialist on transportation arrangement and air ticket&hotel booking