A. Office management:
Manage office resources and common consumables such as conference rooms, facilities and equipments, office supplies so that office is maintained at good condition to work for employees and pursue the resources effectiveness and the cost reduction.
1. Facility management including administration of lease contracts, conference rooms, lunch rooms, office space, rocker room, desk, and cabinets to be leveraged effectively and be maintained at good condition for employees and visitors as well as in compliance with general EHS requirements.
2. Maintain office resources, equipments such as fax, copy and printer machines including consumables and upgrade them when necessary
3. Administrate costs for facilities and equipments as above to seek their cost effectiveness.
4. Manage and maintain office cleaning, security and safety including security card.
5. Order, receive, and maintain office supplies, such as drinking water, stationery, business card, etc. with cost effective manner
6. Manage cell phones and office phones subscription
7. Handle and distribute office mails
8 Maintain company contracts - file contracts by subject matter and manage their expiration date/renewal notification.
9. Organize emergency fire practice with the building maintenance company. Make preparation and maintenance for disaster reaction/recovery in line with regulation and building guidelines.
10. Arrange and coordinate travel schedules and arrangements for visitors and employees, including hotel reservation, pickup service, flight ticket booking, restaurant arrangement, and local transportation arrangement.
11. Manage visitor’s schedule, and coordinate with employees to maximize the effectiveness of visitors’ trip while minimizing unnecessary overlap or interruption. Consolidation and distribution of the various monthly reports.
12. Contact point for third party legal firm, consultant, and attorney for the company contracts and/or regulatory matter.
13. Window function of Public Relations and Marketing Communication, including maintenance of company home page and company brochure as well as trade show coordination.
14． Administrate oversea travel insurance and seek the cost effectiveness for employee’s travel expense
B. HR Administration:
1. Manage Health-check up process
2. Manage PTO/Maternity leave/Nursing Leave
3. Manage Working hours administration
4. Administrate Social Insurance/Welfare Pension, Health & Travel Insurance
5. Manage Company house
6. Assist Working rule improvement & maintenance in subject to Japan Labor Standards Law
7. Provide Employee Communication - Support Employee committee activities, employee birthday party and the other activities that can encourage employee communication.
8. Make new hire enrollment formalities/orientation
9. Prepares employee separation notices and related documentation, and conducts exit interviews to determine reasons behind separations.
10. Administrate Pension plan (Defined Contribution Benefit plan).
11. Support training program and administration including training records and reports.
12. Maintain and promote mini library
13. Support Town meeting arrangement and Recognition program
14. Make arrangement of new hire interview and help interview implementation
15. Support improving employee benefits based on market benchmark and employee’s survey result.
16. Support Employee engagement survey
17. Support communication and data collection with ATMI entities and third party entities regarding policies, procedures, and programs.
18. Administer performance review program to ensure effectiveness, compliance, and equity within organization.
C. Conferences & Activities:
1. Coordinate and arrange meetings, prepares agenda, reserve and prepare facilities & meals, and record and transcribe minutes of meetings when directed.
2. Assist preparation of meeting, seminar, and conference materials
3. Assist and administer various company events including preparation such as year end party, outing and quarterly town hall meeting.