Role of position:
1.Oversee administrative services, like budgets, record keeping, office policies, and front-desk coordination.
2.Organize office operations and procedures for optimal effectiveness and efficiency across the company.
3. Oversee the budget for all office supplies, equipment, repairs, and maintenance services and closely track inventory levels and place supply orders to ensure adequate stocks.
4. Maintain supplier lists, obtain quotes, negotiate contracts, process purchase approvals.
5.Implement robust systems to track information and records and maintain hard and soft copies of the file. It includes personnel files, inventory databases, corporate policies and procedures, and office correspondence.
6.Establish protocols for documenting information for consistency across the office. It might involve standardized naming conventions, file structures, or data entry formats. CRM software, or project management tools, helps efficiently organize, store, and access data.
7. Arrange repairs and maintenance when equipment malfunctions or facilities infrastructure fails, swiftly arranges for repairs by qualified external service providers or internal facilities teams.Coordinate periodic maintenance checks on critical systems like HVAC, electrical, plumbing, and IT networks to prevent issues.
8. When the company faces any disruption, the Administrative Manager must swiftly take appropriate action, such as hiring repair technicians for prompt service restoration. If necessary, contact manufacturer support teams and external contractors for specialty equipment like servers or phone systems.
9.Handles the critical task of calendar management. It includes scheduling meetings and appointments for staff across departments. reserve conference rooms and schedule videoconferencing if necessary.
10.Handle and coordinate logistics for off-site events such as venue booking, travel arrangements, shipping of event materials, and other on-site arrangements.
11.Tracks employee time-off calendars and schedules temporary cover during absences in consultation with department heads.
12. Implement crafted policies and procedures for standardized operations such as protocols for records management, health and safety procedures, correspondence etiquette, asset security, and other guidelines. Pass information to employees and enforce compliance, and regularly recommend improvements, using tools such as office memos, employee handbooks, or orientation and training programs to maintain these guidelines.
13. Facilitates HR function to welcome new hires. conduct orientation training, create and issue ID cards, and order business cards. Also assign desks and equipment like laptops and phones.Work with the IT team to set up emails and provide them with network and system access.
14. Perform exit interviews for staff who are leaving the organization, assist in deactivating physical and system access and facilitate the return of company-issued assets.
岗位要求：
Job requirements:
1. More than 10 years of practical experience in the role of administrative manager.
2. Have practical experience with proven backgrounds in office management, executive assistance, corporate services, or facilities administration roles managing budgets, business correspondence, record keeping, calendar management, event planning, and staff supervision
3. Familiar with personnel recruitment, employee relations, work-related injury or foreign visa processing.
4. Familiar with the relevant national labor laws and regulations, familiar with the workflow and operation mode of human resource management.
5. Good oral expression and writing communication skills needed for extensive daily interactions across all levels of the organization. with clear, professional, and courteous correspondence via emails, voicemails, and in-person discussions always maintained to ensure effective communication with everyone, from executives to maintenance technicians.
6. Have good professional ethics and professional ethics, with strong work execution. Have responsibility and team spirit.
7. Familiar with office information systems in the implementation of record-keeping databases, inventory control tools, scheduling programs, collaboration software, and other solutions to optimize efficiency.
8. Hands-on expertise with office equipment minimizes reliance on external technical support when issues arise, which include familiarity with enterprise photocopiers, phone systems, video conferencing setups, and other devices.
9. Adaptability to learn new software programs which help to digitize various coordination processes like visitor logs, space reservations, and supply reordering over time.
10. Multitasking capabilities and problem-solving aptitude is essential for this role, the ability to switch rapidly between these tasks while maintaining meticulous attention to details.
11. Excellent time management skills and proven strategies to handle frequent interruptions.
12.Bachelor’s degree in business administration, management, human resources, finance, or related fields. Relevant academic credentials provide a solid knowledge base surrounding office processes, budgeting, coordination, staffing, and technology systems, preferred to enable lead administrative operations confidently.