Administrative Specialist

Job Responsibilities

• Front Desk & Visitor Management
  • Be responsible for the warm reception and professional service of visitors to establish a good corporate image.
  • Undertake the work of answering customer calls and transferring them accurately to ensure efficient and smooth internal and external communication.
  • Be responsible for the environmental cleaning and maintenance of the office area and visitor area, creating a clean and comfortable office and reception atmosphere.
  • Strictly complete the registration of all visitors in accordance with local laws and regulations, focus on the registration and management of Chinese visitors, and ensure compliance.
  • Coordinate the daily operation and management of the front desk, efficiently handle various daily affairs of the front desk, and ensure the orderly operation of the front desk.
• Document & Administrative Support
  • Be responsible for drafting company letters, various official documents and related documents, ensuring that the document content is standardized, the expression is accurate, and it meets the company's standards.
  • Be responsible for the distribution of various company documents, notices, announcements and other materials, accurately deliver them to the corresponding departments, and ensure that information is transmitted in a timely manner without omission.
  • Provide comprehensive administrative support to all business departments, including travel coordination and management, and the docking and follow-up of various processes and application matters.
  • Be responsible for the overall scheduling and coordination of various company schedules, meetings and official trips to ensure the orderly progress of various matters.
  • Be responsible for the classification, sorting, filing and management of company documents and materials, establish a standardized file management system, and ensure that files are searchable and traceable.
  • Be responsible for the preparation and review of standard reports, and complete all preparations before the report submission to ensure that the reports are compliant and accurate.
• Office & Asset Operation and Maintenance
  • Provide daily office support, coordinate the procurement, application, inventory, storage and distribution management of office supplies, and reasonably control office costs.
  • Be responsible for the overall management of the company's official vehicles, including vehicle scheduling, usage registration, daily maintenance coordination, etc., to ensure the needs of official trips.
  • Be responsible for the daily maintenance and update of the company's office database to ensure that the data information is accurate, complete and secure.
  • Serve as the company's data security contact person, strictly implement the relevant management requirements of data security, and assist in promoting various data security work.
• Supplier, Event & Compliance Management
  • Assist in completing the planning and implementation of various company activities such as exhibitions and team building, focusing on hotel reservations, venue docking and other related matters.
  • Be responsible for the daily management of contractors, coordinate the docking of local suppliers, establish good cooperative relations, and ensure smooth and compliant cooperation.
  • Perform the duties of a first aid responder in accordance with local relevant requirements, and timely respond to emergency first aid needs in the office area.
  • Cooperate with the company to implement various compliance management work, strictly follow local laws and regulations and the company's internal rules and regulations, and ensure the full compliance of office operations.