Admin/ Office Support

Responsibilities:

• Office Maintenance:
  Ensure the office environment is clean, organized, and well-maintained to provide a comfortable and efficient workplace for employees.
• Communication & Coordination:
  Act as the primary point of contact for internal employees, external visitors, vendors, and service providers. Facilitate effective communication and collaboration while handling incoming phone calls and providing support as needed.
• Facility Coordination:
  Coordinate with building facility teams, vendors, and service providers to address office repair, maintenance, and facility-related requests. Maintain accurate records of employee and visitor parking spaces, permits, and usage.
• Vendor Management:
  Source, communicate, and coordinate with vendors and service providers for office-related products and services to ensure smooth daily operations.
• Meeting & Schedule Coordination:
  Support the scheduling of meetings, appointments, and office activities to improve productivity and time management.
• Office Supplies & Inventory Management:
  Monitor, order, and replenish office supplies to maintain sufficient inventory. Manage kitchen supplies, including snacks, beverages, and other office necessities.
• Global Team Support:
  Facilitate communication and coordination with overseas teams to support on-site activities and cross-border collaboration.
• Event Planning & Execution Support:
  Assist in planning and executing both on-site and off-site office events and meetings. Manage event logistics, including catering arrangements, materials preparation, meeting room setup, and presentation equipment.
• Expense & Financial Management Support:
  Track office-related expenses and maintain accurate financial records. Collect, review, and reconcile credit card transaction data, and support payment processing procedures.
• Catering Service Management:
  Manage daily catering services and coordinate with vendors to arrange office lunch menus and related services.
• Ad-hoc Support:
  Perform other administrative and office operation tasks as assigned based on business needs.

Requirements:

• Previous experience in office administration, office management, general affairs, or related roles .
• Strong communication and coordination skills with the ability to work effectively with employees, vendors, and global teams.
• Excellent organizational skills with the ability to manage multiple tasks and priorities.
• Proficiency in Microsoft Office Suite and other common workplace tools.
• Business-level English or experience working in a global environment is a plus.

Language Requirements:

Must-have:

• Mandarin Chinese
• Japanese

Nice-to-have:

• English

This position primarily supports a team and reporting line that operates mainly in a Chinese-speaking environment. At the same time, the company has many Japanese-speaking employees, requiring strong communication and coordination skills in both Mandarin Chinese and Japanese.

Candidates who are fluent in both Mandarin Chinese and Japanese will be highly preferred.