​RESPONSIBILITIES:

1. Front Desk

• Manage reception counter, building and parking pass requests and invoicing

• Update guest check-in device

• Greet guests, contact host, escort to conference room when required

• Meeting room logistics

• Collect and distribute mail.

• Courier management such as shipment and packages preparation and arrangement

• Facilitate on-site interview meeting arrangement with overseas’ team

2. Admin & Workplace Operations

• Assist with executive’s reimbursement submission and follow up

• Manage relationship with office vendors (e.g. cleaners, office boy, deliveries etc.)

• Responsible for the purchasing of goods and services. Order and replenish office and pantry supplies

• Support procurement team to contact vendor and proceed procurement accordingly to company policy, and support the negotiation with suppliers to meet quality, delivery, and cost objectives

• Maintain accurate report/tracker of office inventory and property/equipment records online

• Assist HR and IT in New Hire On-Boarding process (assigning work station, business cards ordering, provide card access keys etc.)

• Maintain a professional and tidy office, responsible for smooth daily office operations

• Participate in/with HR OC or related tasks

• Provide support to Business Unit when required

• Help 1st line of basic IT troubleshooting

• Prompt and accurate data update/creation of office basic information (e.g. number of visitors, number of requests, number of employees, and etc)

• Responsible for control the monthly operation cost with budget, and follow the procedure to record the cost;

• Oversee facilities management, ensure annual property insurance, corporate statement is timely filed with City and State office if needed; annual tax report is timely filed and paid with City and State office, license renewal if needed.

• Responsible for prompt payment, no late payment penalties

• Fully compliance with company policies on procurement, finance, workspace and other relates; Serve as liaison for building management office

3. Celebrations & Events

• Close collaboration with HR/OC and Admin Team on event planning to ensure the message is delivered properly;

• Plan and execute the company event and local festival celebration in office to boost up the connection among employees;

• Support local BU events if needed; Coordinate event logistics for a variety of meetings including liaising with vendors and participants

4. Projects

• Support projects when assigned

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REQUIREMENTS:

• Customer service orientated, passionate in wanting to provide service with a “heart”

• Fun-loving, enjoys organizing events and office activities

• Good with numbers (budget, cost control) and documentation control

• Ability to multi-task with strong prioritization skills, meet deadlines

• Prior experience in running small/mid-size office, vendor management, procurement and real estate preferred

• Ability to work independently

• Fluent in English speaking with strong communication skills

• Ability to speak and understand Chinese will be a plus, not a must

• Minimum 3 years working experience in facility management or admin/general services, or relevant industry