Administrative Specialist 行政總務專員

Role and Key Responsibilities

Maintain the equipment and facilities in various office areas including working areas, pantry, storage units, and restrooms
Facilitate smooth communication with cleaning services providers and the office building superintendents
Ensure cleanliness and comfort of the office environment,
Be constantly aware of improvements that can be made to the work space

Monitor usage of office supplies and purchase replenishments in advance;
Source vendors with the most competitive prices while evaluating their performance to ensure the provided service matches company standards;
Establish good relationships with vendors
Process vendor payments and manage petty cash
Security and Safety: manage the company’s Access Control system;
Assist department leads with clock-in/out reports; ensure the security of the office area

Receive and screen in-coming calls;
Greet guests and ensure office safety; handle postal and courier services when the receptionist is on leave

Initiate and coordinate event preparations, and make necessary arrangements
Communicate event-related information to the team
Order meals and beverages for events and arrange transportation when needed;
Coordinate with vendors to plan activities that fit the company’s needs
Prepare briefings, presentations, and reports regarding the events. We need talent with great creativity and good ideas!

Responsible for filing and managing company files and documents
Work with the IT team to update the company’s fixed asset list;
Assist the HR team in handling employee welfare related affairs and other administrative tasks
Assist with schedule management for Executives
Arrange transportation and accommodations for business trips