Admin Specialist

Responsibilities:

1. Office Management: Oversee day-to-day office functions, including facilities management, office supply inventory, and equipment maintenance.

2. Travel and Accommodation: Organizing and managing travel itineraries and accommodation bookings for employees and guests of the organization. This role involves liaising with travel agencies, hotels, and other service providers to ensure seamless travel experiences.

3. Local Accommodation Services: Managing local accommodation requirements for transferred or long-stay employees from overseas

4. Policy and Procedure: Assist to develop and implement administrative policies and procedures to enhance operational efficiency and ensure compliance with organizational standards.

5. Reporting and Documentation: Prepare and present reports on administrative activities and performance metrics

6. Budget Management: Monitor travel and accommodation expenses, ensuring adherence to budget and identifying cost-saving opportunities.

7. Communication: Serves as a key point of contact for internal and external communications, facilitating information flow and ensuring effective communication across departments.

Requirements:

1. Diploma or equivalent.

2. Experience in administrative roles, 5 to 10 years. Fresh graduate are welcome.

3. Experience managing travel arrangements for senior executives

4. Excellent written and verbal communication skills in English and Mandarin, with the latter required to communicate with stakeholders based in China

5. Ability to work under pressure and handle last-minute changes efficiently.

6. Negotiation skills to secure favorable rates and terms with vendors.

7. Discretion and confidentiality, especially when handling travel for high-profile individuals.

8. Strong organizational and planning skills to coordinate housing logistics.

9. Excellent communication skills to liaise with employees, real estate agents, and housing providers.

10. Problem-solving skills to handle issues efficiently.

11. Being a collaborative team member, contributing positively to team dynamics a can-do attitude.

12. Ability to remain adaptable in high-pressure situations and maintaining flexibility to manage peak workloads or urgent assignments.