ADMIN SPECIALIST

Job description

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. 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. 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. 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. 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 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). 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. 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. 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. 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. 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. Languages Advanced English level. Excellent cross-cultural communication skills. (Knowledge of other languages as per regional requirement is a plus).