Office Administrator, Shanghai (Part-time)

We are recruiting a part-time Office Administrator in Shanghai to provide professional administrative support and manage the day to day office operation and ad-hoc requests from the business. The jobholder will liaise with relevant internal and external parties to ensure smooth functioning of Shanghai office environment. He or she will also ensure timely communication to Shanghai staff of office-related issues.

The jobholder is expected to work part-time five days per week in our Shanghai (HuangPu) office.

How you will contribute:

Office Operations Duties

• Answer general phone enquiries, screen and transfer telephone calls as required
• Update telephone directory
• Greet clients/visitors and sign in
• Manage general office supplies
• Manage office postroom and distribute weekly magazines
• Maintain office tidiness & cleanliness
• Internal contact point to report fault to management office for air conditioning, office housekeeping, restroom problem and to report phone/ network repair services
• Prepare the welcome kit to new joiner & collect company properties from leaving staff
• Manage audio conference / voicemail account set up & termination
• Effective security control on issuance and collection of access card to/from staff and visitors
• Timely communication to Shanghai staff on office-related issues
• Coordinate with legal team on China contracts and business administration
• Assist Manager & Shanghai team on adhoc requests & activities etc.

Administrative Duties

• Handle name card & correspondence printing
• Petty cash management
• Provide monthly report of printing expenses, audio conferencing and courier cost allocation
• Update hotel corporate rates annually
• Assist hotel & flight booking for Asia region staff
• Coordinate staff business/China visa application

Office Emergency, Health & Safety

• Fire Safety - Be a fire warden and assist supervisor to operate fire drill annually
• Office Health & Safety - Keep track on the stock of disinfected liquid, surgical mask & refill necessary
• Business Continuity Plan in Facilities - Familiar with facilities work procedures & service coverage in case of disaster recovery drill & activation

The ideal skills for this role are:

• College degree holder
• Experience and knowledge in office administration
• Proficiency in Microsoft Office - Excel, Word & Powerpoint
• Fluency in English and Mandarin
• Ability to work courteously and professionally
• Ability to be an effective communicator
• Attention to details
• Good task planning and time management skills
• Multitasking skills within a variety of environments