Role Purpose:

To provide administrative support and to answer the main switchboard effectively and efficiently so as to enhance the company’s image.

Responsibilities:

• Answer telephone, screen calls and take messages from external or internal sources so that callers/visitors are answered promptly, courteously and accurately.

• Receive visitors of the company and make sure the nice environment at reception area.




• Update the necessary ADM public information to employees.
  

• Make expense report / record monthly to assist to do the cost management.
  

• Contact local, domestic and international express delivery, receive and record parcels and notify receiver to get the parcel/mails in time. Handle the initial discussion to minimize the cost. Prepare the analysis report as required. Manage the mail room in nice condition.




• Be responsible for name card printing and stationery / Pantry food purchasing for Shanghai office and control the expense within the budget. Handling the initial discussion. Prepare the analysis report as required.




• Arrange the ID card printing for new joiner. Make/ update the access badge for employee according to the policy / branding request.
  

• Access card management for employees / visitors in Sandhill office.

• Keys custodian for Sandhill employees




• Handling the employee meal allowance application with BMO and payment process

• Handling the Shuttle bus / Buick van arrangement for end users.

• Handling the company invitation letter process for visitors.

• Assist to manage the suppliers to make sure to get professional service.
  

• Make arrangement for Conference call meeting schedule.




• Assist to organize big events which be owned by ADM dept. Handling the monthly Birthday Celebration.




• Be responsible for the employee on boarding/exit support.




• Gather, compile and verify information and enter it accurately into documents such as reports, presentations, forms, databases or spreadsheets

• Support candidates interview process for HR.
  

• Verifying invoices relating to office rental /utility/ parking, office phone cost, stationery, office supplies, catering, couriers and complete the payment request process with finance.

• Provide support in raising purchase requisitions, working with SAP to input or extract the data;
  

• File and maintain organizational documents, records and reports

• Maintain good working relationship with both internal and external customers
  

• Be backup for ADM assistant/Specialist for the absent.




• Handle other administration work as required.
  

Knowledge:

• Diploma or equivalent formal education

  Experience:

• 2 years relevant work experience in reception and administration

• Knowledge of relevant systems and processes

• Experience in working with MS Office tools (Intermediate level) independently
  

  Skills / Behaviour

• Competent in MS Word, Excel

• Competent in preparing reports and documents

• Good internal and external networking skills

• Proficiency in written and spoken English as well as a native language

• Customer oriented

• Information seeker

• Positive attitude to the work and teamwork spirit, good interpersonal & communication skill

• Cultural sensitivity

• Flexibility

• Ability to multi-task

• Attention to detail and quality

• Team player

上班地址：上海市浦东新区张江高科技园区祖冲之路2290号展想广场1号楼23楼