Job Summary
Coordinate visa applications, expense settlements, labor affairs, administrative logistics, dormitory management, and employee certification and training to support smooth project operations and compliance.
Responsibilities
- Coordinate visa application processes by liaising with visa agencies, reviewing documents, tracking progress, and managing cost reimbursement requests
- Classify and calculate monthly project subcontracting costs including management fees and payroll outsourcing
- Verify invoices, submit payment requests, and maintain accurate expense ledgers
- Collaborate with project teams to calculate labor payroll and manage labor contract signing, amendments, and archiving
- Handle onboarding and offboarding documentation and formalities for employees and laborers
- Oversee rental housing management including contract review, renewal, and rent applications related to projects
- Process routine administrative expense declarations and reimbursements efficiently
- Coordinate labor dormitory check-in, check-out, room assignments, and monitor safety compliance and entry/exit order
- Verify and settle dormitory utility and service bills accurately
- Organize and schedule employee and laborer course registrations and maintain a certificate validity tracking system to ensure timely renewals
- Manage and coordinate other routine office administrative tasks to support operational effectiveness
Preferred competencies and qualifications
- Associate's or Bachelor's degree in Business Administration, Management, or related field preferred
- Experience preferred
- Experience in project coordination or multi-site operations is a plus
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software
- Strong written and verbal communication skills in English and Chinese (or as specified)
- Excellent organizational and time-management skills with strong attention to detail
- Ability to multitask and prioritize effectively in fast-paced environments
- Strong problem-solving skills and a proactive attitude
- Basic financial literacy for expense tracking and invoice verification
- Familiarity with visa application processes and labor contract management
