Administrative Specialist

Overview

The Administrative Affairs Specialist is responsible for ensuring the smooth operation of the office and supporting service engineers. This role includes managing safety equipment and PPE, overseeing company vehicle maintenance, handling various office administrative tasks, assisting the Service Director with documentation and report preparation, and ensuring the timely execution of tasks. The ideal candidate will be detail-oriented, organized, and capable of multitasking in a fast-paced environment.

Responsibilities

• Document Management & Data Analysis : Assist the Service Director in drafting, organizing, and archiving documents, reports, and emails to ensure accuracy and completeness. Collect, organize, and analyze business data, preparing reports to support decision-making. Develop high-quality PowerPoint presentations for clear and visually appealing information delivery.
• Safety Equipment and PPE Management : Prepare, purchase, and monitor safety equipment and PPE for service engineers, including safety boots and helmets. Ensure all safety equipment and PPE are up to date and compliant with safety standards. Maintain inventory and order replacements as needed.
• Company Vehicle Management : Monitor and schedule vehicle maintenance, servicing, insurance, and road tax renewal. Compare prices among insurance agents and service providers to secure the best rates. Track and record daily mileage and petrol usage, updating the tracking list regularly.
• Office Administration and Management : Handle office utility bills (Wi-Fi, water filtration, and other utilities). Schedule regular maintenance for air conditioning, water machines, pest control, and fire extinguishers. Liaise with the landlord for rental and contract renewals and manage office insurance. Welcome guests and arrange hotel bookings and transportation for employees visiting from the China HQ. Perform general office tasks such as managing stationery, pantry supplies, and copier machines.
• Work Progress Supervision & Task Completion Monitoring : Track the execution of tasks, regularly report project progress, and ensure timely completion. Oversee implementation to ensure departments execute according to requirements and resolve issues.
• Order System Operation & Support : Enter, update, and maintain the order system with accurate data. Extract key data from systems and conduct basic analysis to support business optimization.
• General Office Duties : Maintain a clean and organized office environment. Support office staff with administrative tasks as needed. Ensure compliance with company policies and procedures. Assist with other duties as assigned by management.

Qualifications

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