Title: ADMIN SPECIALIST
| FUNCTIONS AND RESPONSIBILITIES | |||
| Macro Process | Sub-process / Focus Area | Specific Responsibilities | |
| 1 Administrative Management | Facilities Management | - Maintain office/apartment/storage room, including rental, information update, and daily management as well. - To provide staff with a comfortable working/living environment, make the 6S check regularly and fulfill the 6S management requirements. - Keep updated apartment information. Search for new apartments or return on time, in good conditions the apartment and achieve the deposit return. |
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| Document & Correspondence Management | - Archive company certificates or other documents timely and manage an effective filling system, to ensure no loss due to the ineffectiveness of documents/certificates. | ||
| Corporate Travel Management | - Review reservations daily in the morning and afternoon to ensure quality service and compliance with travel policy. - Review the expenses from the previous week on a weekly basis, verifying rates and adding comments and notes as needed. - Share the report/review with the local and HQ Finance department to make approvals faster and achieve payments on time. |
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| Other | - Verify that pantry, office stationery and medical supplies are completed. - Review Meeting Rooms Booking and coordinate coffee breaks if needed. - Daily report of employees’ delays to be sent to HR and monthly report which include general attendance, working hours, extra hours and comments if needed. |
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| 2 Budget and Financial Management | Budget Planning and Control | - Participate in the preparation of the annual budget by consolidating needs. - Prepare periodic execution reports for HQ, monitor deviations, and propose corrective actions. - Execute the budget based on the approved list and follow-up accordingly. |
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| 3 Fixed Asset Management | Asset Control | - Manage the entire life cycle of fixed assets (registration, additions, retirements, and transfers). - Conduct periodic physical inventories and investigate discrepancies. - Update the assets according to the Policy Asset and Contract renewal of mobiles |
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| 4 Vendor Management | Sourcing and Contracting | - Identify, evaluate, and negotiate with vendors of goods and services. - Coordinate renewals and terminations, and periodically evaluate Service Level Agreements (SLAs). |
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| 5 Business Support and Events | Corporate Events Logistics | - Coordinate the logistics of corporate meetings, training, internal events, and strategic visits. - Coordinate the office decoration for both local and Chinese events which also may include appetizers, monthly birthday celebration, teambuilding and kick-off meetings. |
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| Cross-functional Support (Business Partnering) | • Act as an operational liaison for cross-functional business areas, facilitating: - HR: onboarding/offboarding processes, support over the Working Visa Process at Mexico or the country needed for expats. SAT process for expats. - Finance: Coordination of payments, advances, and expense reports. - Legal & Compliance: Updating certificates or corporate documentation. |
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| 6 Risk and HQ Compliance | Alignment and Control | - Identify operational/financial risks and implement mitigation plans. - Ensure compliance with global policies, adapt local procedures, and address HQ requests within established timeframes. |
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| 7 Continuous Improvement | Optimization and Innovation | - Lead process improvement projects and implement at least one annual operational efficiency initiative. - Promote the automation and digitization of administrative processes. |
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| PROFILE REQUIREMENTS | |||
| Factor | Required Qualifications and Detailed Specifications | ||
| Educational Background | Bachelor's degree or above in Business Administration, Industrial Engineering, Finance, International Business, or related disciplines. | ||
| Minimum Experience | Minimum five (5) years of full-time demonstratable experience in administration, operations, logistics, or comprehensive facility management. | ||
| Availability and Rotation | Willing to take job rotation within the operations department if the business requires it. | ||
| Attitudinal Focus | Strong capability to learn, proactive initiative, and continuously self-updating in line with business development. Result-oriented and proactive in standardizing and implementing company policy. | ||
| Technical Knowledge | • Budget control and fixed asset life cycle management. • Vendor negotiation and facilities management. • Proficiency in Excel and ERP Systems (e.g., SAP). • Excellent commercial writing and document control skills. |
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| Languages | Advanced English level. Excellent cross-cultural communication skills. (Knowledge of other languages as per regional requirement is a plus). | ||