•General Administration and Operational:
•Reception: Responsible for the reception of the clients.
•Telephone: monitor and review phone lines, IDD contracts, conference call arrangements; update staff in Shenzhen office on special offers for mobile phone.
•Stationery: liaison with department secretaries and support staff on stationery supplies, business card requests; manage suppliers and make recommendations for change where appropriate.
•Travel and Accommodation: update hotel rates; arrange hotel accommodation for new or visiting staff; monitor travel agency services and make recommendations where appropriate.
•Company cars: maintain records for car usage, fuel consumption, servicing needs and history; arrange car parking spaces; review contracts for Company cars as required.
•Car and Room Booking: Maintain and organize car booking schedules and meeting room schedules, including invitations, attendance lists and catering if required.
•Cleaning: Liaise with the cleaner and make sure the tidy of office area.
•Mail and Couriers: track and co-ordinate with domestic and international courier services.
•Storage: ensure regular clean-out of internal storage areas; arrange storage suppliers, carton provision and collection, retrieval requests.
•Suppliers and Contracts: Monitor the supplier’s contract and suggest improvements or changes as appropriate. Remind manager for contract renewal before expiration.
•Office equipment and subscriptions: Order office drinking and maintain the green and planting of the office. Liaise with vender to maintain the office equipment. Make subscriptions of newspaper and magazine.
•IT: Coordinate with local/central IT colleague to solve the IT problems.
•Filing, vendor checking and payment request: Check with vendors for the monthly billing and apply the payment request. Assist Finance colleague to file all kinds of documentations. Scan documents or other supporting when necessary. Petty cash application and check with local finance colleague.
•Event Management: Assist with office events such as monthly office drinks, Christmas party, annual dinner etc. – liaison with Corporate Communications and Local Office Social Committee.
•Respond to all staff queries in a timely and professional manner, referring to in-house experts where required.
•Others jobs assigned by Manager.
Documentation and Information Management:
•Maintain daily attendance records and distribute telephone lists for Shenzhen office.
•Assist with the distribution of key communications, including notices from building management, to all staff in the Shenzhen office in a timely manner.
•Organize timely set-up of workspace, stationery, business cards, and IT needs for all new staff.
•Collect Company property from departing staff, such as mobile phone, security pass, keys, e-tag, laptop, software, business cards, etc., and all lists, files, correspondence, notebooks, documents and tangible items belonging to CB Richard Ellis.
Compliance and Legislation:
•Be familiar with and comply with all Company policies; assist staff in Shenzhen office in understanding and complying with Company policies.
•Assist with maintaining all company licenses and corporate insurance policies (license change and annual inspection etc.), ensuring compliance with local legislation.
•Demonstrate working knowledge and assist with improvements in environmental issues and corporate social responsibility.
•Assist with other Administration projects and initiatives as required.
•Undertake other duties and tasks as your manager may reasonably direct from time to time.
•Fluent spoken and written in English and Chinese, over 2 years of experiences in Admin
•Client-oriented with customer focus, demonstrating an ability to provide relevant advice on operational issues; able to listen, follow up proactively, meet client needs, manage multiple projects with discretion and confidentiality.
•Well organized, strong administration, logistical skills, attention to detail, flexibility
•Able to communicate within the organization with good verbal and written presentation skills,work with Administration & Finance team
•Basic knowledge of employment legislation (particularly related to fair and ethical treatment of all employees), local and regional policies and regulatory requirements.
•Proficient in Microsoft packages (Word, Excel and Outlook).
•Flexibility with working hours.