Provide an efficient administrative service, principally by ensuring a pleasant and safe office environment and contributing to a positive climate in the offices throughout China. Provide confidential administrative support to General Manager.
Key Responsibilities & Critical Success Measures
•Oversee the administration and management of Shanghai office to ensure a professional, productive and positive environment for employees.
•Coordinate and assist company's business visitors’ logistics and travel/transportation arrangement.
•Organize, coordinate and prepare the arrangements for company meetings and assemble materials, meals and other logistical matters for such meetings.
•Identify, source and manage office supplies and related materials including travel agency, printer supplies, courier services, office refreshments, etc. Maintaining office accounts and payment of accounts.
•Screen telephone general phone calls and provide appropriate responses as necessary.
•Monthly compile the AL record of sales and copy to SOM.
•Manage office licenses and updating.
•Monthly update office contact list.
•Monitor office cleaner and driver.
For General Manager
•Collect and integrate monthly sales report.
•Update GM’s calendar & T&E application form.
•Organize flights, accommodations and transportations of GM’s business travel.
•Other support requested by GM.
•Provide confidential management of employee records data bases in support of HR.(Background check and AL recording)
•Maintain the working permit and visa of expatriates.
Functional Competencies Function: Administration
Supporting and Co-operating
•Demonstrates an interest in and understanding of others
•Adapts to the team and builds team spirit
•Recognises and rewards the contribution of others
•Listens, consults others and communicates proactively Supports and cares for others
•Develops and openly communicates self-insight, such as an awareness of own strengths and weaknesses
Delivering Results and Meeting Customer Expectations
•Focuses on customer needs and satisfaction
•Sets high standards for quality and quantity
•Monitors and maintains quality and productivity
•Works in a systematic, methodical and orderly way
•Consistently achieves project goals
Adapting and Responding to Change
•Adapts to changing circumstances
•Accepts new ideas and change initiatives
•Adapts interpersonal style to suit different people or situations
•Shows respect and sensitivity towards cultural and religious differences
•Deals with ambiguity, making positive use of the opportunities it presents
Deciding and Initiating Action
•Makes prompt, clear decisions which may involve tough choices or considered risks
•Takes responsibility for actions, projects and people
•Takes initiative, acts with confidence and works under own direction
We are proud of our brands, our heritage, and our commitment to superior quality in our products.
We are accountable and are committed to performing to our full potential within our teams, and as individuals.
We value integrity, transparency, professionalism and constructive debate within a team working culture.
We foster a forward thinking and pioneering culture that recognises the need for innovative thinking and continuous improvement.
Think Long Term
We all care deeply about the long term prosperity of the business and understand that this long term perspective gives us a major competitive advantage.
We wish to make a positive contribution to our communities and to our environment.
•2-3 years of in-depth, hands-on/administrative support and/or office management experience
•Intermediate Microsoft Office skills•
•A positive, can-do attitude
•The ability to demonstrate tact and extreme discretion in the access to/ handling of very confidential and sensitive information.
•Displays a sense of calm in high pressure situations