ROLE PURPOSE:
Overall responsible for the office administration, facility management, office services.
KEY ACCOUNTABILITIES:
- Answer telephone, screen calls and take messages from external or internal sources so that callers/visitors are answered promptly, courteously and accurately.
- Receive visitors of the company and make sure the nice environment at reception area.
- Update the necessary ADM public information to employees.
- Make expense report / record monthly to assist to do the cost management.
- Contact local, domestic and international express delivery, receive and record parcels and notify receiver to get the parcel/mails in time. Handle the initial discussion to minimize the cost. Prepare the analysis report as required. Manage the mail room in nice condition.
- Be responsible for name card printing and stationery / Pantry food purchasing for Shanghai office and control the expense within the budget. Handling the initial discussion. Prepare the analysis report as required.
- Arrange the ID card printing for new joiner. Make/ update the access badge for employee according to the policy / branding request.
- Access card management for employees / visitors in SH office.
- Keys custodian for SH based employees
- Handling the employee meal allowance application with BMO and payment process
- Handling the Buick van arrangement for end users.
- Guide end user to handle the company invitation letter process for visitors.
- Assist to manage the suppliers to make sure to get professional service.
- Assist to organize big events which be owned by ADM dept.
- Be responsible for the employee on boarding/exit support.
- Gather, compile and verify information and enter it accurately into documents such as reports, presentations, forms, databases or spreadsheets
- Support candidates interview process for HR.
- Verifying invoices relating to office rental /utility/ parking, office phone cost, stationery, office supplies, catering, couriers and complete the payment request process with finance.
- Provide support in raising purchase requisitions, working via SAP to input or extract the data;
- File and maintain organizational documents, records and reports
- Maintain good working relationship with both internal and external customers
- Be backup for ADM Coordinator/Specialist for the absent.
- Send notification related with BMO public notice to employees.
- Update the posted information on bulletin.
- Handle other administration work as required.
PHYSICAL EFFORT:
- Day-today work is mainly performed within the office. For external events / exhibitions, provide on-site administrative / logistic support.
KNOWLEDGE, EXPERIENCE & SKILLS:
Knowledge:
- Diploma or equivalent formal education
Experience:
- 1 year relevant work experience in reception and administration at least.
- Knowledge of relevant systems and processes
- Experience in working with MS Office tools (Intermediate level) independently
Skills / Behaviour:
- Competent in MS Word, Excel
- Competent in preparing reports and documents
- Good internal and external networking skills
- Proficiency in written and spoken English as well as a native language
- Customer oriented
- Information seeker
- Positive attitude to the work and teamwork spirit, good interpersonal & communication skill
- Cultural sensitivity
- Flexibility
- Ability to multi-task
- Attention to detail and quality
- Team player