Job Responsibilities:

Reception -

• Managing access to reception and managing front door entry.

• Greeting visitors as required and informing staff of visitor’s arrival. ?Organizing sending, receiving and distribution of mail.

• Logging and signing of packages received through reception.

• Ensuring supplies of the visitor’s book and that it is completed correctly Administration duties.

Office –

• To undertake the following duties as required by Admin managers.

• Diary Management, including appointments, visits and conference calls ?Fielding all incoming calls.

• Responding to correspondence.

• Sending all shanghai staff email information, include entering holiday and absence details.

• Entering and maintaining employee details and creating a card.

• To run reports as required.

• To work with IT when errors occur on the system.

• Preparing travel arrangements for the Senior Team and other staff, include searching for various flight options for each trip, booking of flights and Arranging accommodation.

• Preparing an itinerary for all employee’s trips.

• Keeping up-to-date record for all business trips.

• Completing expense forms for business trips for all currencies used for Senior Staff, etc.

• Typing visa statements to receipts for Managing Directors, etc.

• Maintaining an up-to-date file on hotels, travel agents used for trips.

• Assist the HR Manager of organizing arrangements for new staff starting and taking through induction process on 1st day.

• Complying information as requested.

• Managing staff training records.

• Arranging all aspects of buffet lunches/refreshments for visitors and in-house seminars.

• Organize celebration events as directed.

• Ordering and maintaining stationary supplies.

Facility -

• Manage the Fire Evaluation process, including arranging tests and the provision for First Aiders.

• Be responsible for site maintenance including reporting problems, arranging with contractors to visit site to rectify and signing off on completed work.

Job Requirements:

• Experience of handling telephone calls and use of telephone systems
• Good customers service skills
• Ability to field unwanted telephone calls
• Ability to maintain confidentiality
• Previous experience of managing Open Options or another computerised time management system
• Good IT skills with a range of packages such as Word, Excel, Outlook, PowerPoint, Adobe and database systems
• Ability to multi-task and prioritise workload
• Good administrative skills particularly with regards to electronic filling and diary management
• A basic knowledge of Health and Safety legislation with regards to Fire Safety, First Aid provision and the work environment
• Some knowledge of HR practice would be an advantage
• Ability to work to tight time scales
• Able to work on own initiative and ability to problem solve and source information undirected, a Self Starter who is motivated to continuous improve the quality and efficiency of the services they provide

上班地址：张江国创中心1号楼