Site Operations Specialist

ROLE DESCRIPTION:
The following role is required to support the Labs Dalian management team, responsible for the operation of daily office functions and duties, including active and autonomous administrative support to the site managers. May perform and / or administer some special projects in collaboration with various staff and departments.
Coordination
● Obtaining an understanding of the line of business and the purpose and services it provides to SAP’s customers
● Structure and prepare meetings single-handedly and track the actions items coming out of these meetings and issue reminders to team accordingly as well as meeting minutes etc.
● Prepare presentations and complex operational content for internal and external meetings
● Develop collaborative work relationships within own team and cross-functional, including representation of team towards others including senior executives
● Coordinate and prepare quarterly/yearly business reviews
● Drive and assist in strategic initiatives and projects
● Coordinate local and global strategic projects (including communications plan, action planning and tracking)
● Central contact and all other ad-hoc support as needed by Labs Dalian managers and teams.
● Coordinate contacts and relationships which drive regional value proposition outlining unique elements and differentiators, stakeholders and unique selling points for each of the portfolios.
● Share regional policies, procedures and best practices with other Labs sites as required.
● Attend meetings to address regional topics as required.
Financial
● Plan and monitor budgets
Communications
● Managing internal and external correspondence
● Plan, arrange and coordinate internal and external employee & customer meetings and events
● Manage shared drives and communities
Administrative management
● Managing Workflows
● Meeting minuting and action planning/tracking
● Perform and monitor purchase activities (e.g. office material, business cards, 3rd Party purchasing), including master data creation and administration, creation of shopping carts, reporting and tracking on purchase orders Updating materials including PowerPoint and excel spreadsheets for meetings and presentations
● Managing controlling and reporting activities on behalf of manager, e.g. creation, staffing and reporting on internal orders, reporting on cost centers and profit centers, creation and maintenance of C-Users
Education & Qualifications/Skills & Competencies:
● University degree, major in communication, marketing, public relations or relevant discipline.
● A quick learner, Self-starter with high energy level and ability to manage multiple projects in a fast-paced, entrepreneurial environment.
● Excellent written and oral communication skills, both in English and Chinese
● Excellent in MS Office 365 skills
● Excellent time management/organizational as well as prioritization skills as the role requires a high level of multi-tasking. Both quick reaction and strong proactive skills are required to handle tasks on behalf of the management team
● Ability to identify, prioritize and proactively resolve complex issues without guidance
● Ability to be proactive with excellent communication and interpersonal skills
● Highly focused with a flexible approach to problem-solving
● Work with appropriate sense of urgency and deliver high level of quality
● Highly structured and disciplined execution
● Capability to work in international environment and virtual teams
● Experience in communication with Senior Executives is an advantage
WORK EXPERIENCE:
● 3 to 5 years of experience as business assistant or comparable experience.
● Experience in events organizing is a must.