Admin Assistant（Contract）

SITUATION IN ORGANISATION
(enclose a copy of your organization structure)
REPORT TO Sr. Manager, Office Admin and Expatriates management
ACCOUNTABILITIES
Dealing with daily office administration and projects to support 200+employees
Provide quality and efficient service of reception to internal and external customers
Ensure the billing and payment are correct and on-time
Ensure all the office commodity & stationary for public area are in stock
Keep the environment of reception and public area tidy
Vendor record and maintenance
MAIN ACTIVITIES
Office activity and decoration include but not limited to annual party, family day, birthday party, site level townhall etc.
Customer Service
Greet visitors and clients in a friendly manner, provide necessary information, and direct them to the appropriate personnel or departments.
Answer incoming phone calls, take messages, and transfer calls to relevant staff efficiently.
Administrative Duties
Manage visitor registration and well maintain badge as needed.
Maintain public office supply, provide stationary for new hires to improve employees’ satisfaction
Maintain office environment in safe, clean and tidy.
Assist with basic administrative tasks, such as data entry, filing, and scheduling appointments.
Coordinate with other departments to ensure smooth office operations, such as notifying staff about visitor arrivals.
Support team on VIP host
Prepare travel support to colleagues (Invitation letter/visa/hotel booking/car reservation if needed)
Shuttle bus/Canteen management to ensure food safety to increase employees’ satisfaction
Accounting, able to handle purchasing system, complete monthly accounting
Other works assigned by line manager or department head
Vendor management to continually drive operational excellence and efficiency
Support synergy and backup to other team members
JOB DIMENSIONS
- Around 200+ employees working in Bostik Shanghai
- Work with more than 20 vendors.
CONTEXT AND ENVIRONMENT
-The job holder needs to support various needs from internal and external customers.
-The job holder works in a multi-culture environment which needs a “get things done right” attitude
QUALIFICATIONS / EXPERIENCE REQUIRED
-Bachelor Degree and above.
-Passion and positive, creative and proactive. Team player.
-Good oral and written English skill.
-Good at “Office” software
-With more than 1 years working experience on administration, work experience in multinational property management companies is preferred
-Careful and patient; good communication and coordinating skills
-High responsibility, organized, multi-task person