Administrative Specialist

Tawteen

Major Responsibilities

Responsibility 1: Administrative Reception

1. Manage and expand annual agreements with the company s contracted hotels and restaurants.

2. Develop detailed reception plans based on the level of visitors and reception requirements, including transportation, accommodation booking, dining arrangements, and visit itineraries; ensure smooth coordination across all stages of the reception process.

3. Prepare reception venues and materials, check facilities in advance, and promptly respond to guests needs and issues to ensure smooth execution of reception activities.

4. After the reception event, collect feedback from visitors, analyze shortcomings, and continuously improve the quality and efficiency of reception services.

5. Complete tasks assigned by superiors or provide assistance to other departments as required.

Responsibility 2: Expense Management and Control

6. Lead the budget management process and collaborate with management to implement effective cost-control strategies.

7. Plan and promote the implementation and progress of cost-reduction initiatives.

8. Responsible for accruing monthly expenses.

Responsibility 3: Meeting Room Management and Reception

9. Coordinate and manage meeting room resources.

10. Effectively manage meeting room supplies.

11. Coordinate reception services for company-level and department-level meetings.

Responsibility 4: Seal Management

12. Apply for the creation of company seals and ensure their proper safekeeping, preventing misuse or loss.

13. Strictly review seal usage requests in accordance with company policies, ensuring that document contents match approved processes to avoid incorrect or missing stamps.

14. Maintain accurate records for the activation, deactivation, or destruction of seals.

Responsibility 5: General Warehouse Management

1. Handle inbound and outbound material operations, recording, verifying, and classifying all incoming goods to ensure accuracy.

2. Establish and update inventory ledgers, accurately recording all stock movements.

3. Classify and arrange materials in an orderly manner for easy access.

4. Develop and execute a monthly inventory plan, reporting results to department managers.

5. Adjust inventory structure based on consumption patterns and forecasted demand.

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Performance Evaluation Indicators (KPIs):

1. Efficient implementation of expense control, achieving a 100% completion rate for cost-reduction projects.

2. Compliance with material procurement processes, with timely responses, no delays, high satisfaction from suppliers and internal stakeholders, and zero complaints.

3. Strict adherence to company reception standards, ensuring smooth coordination and zero complaints from participants.

4. Ordering welfare items in appropriate quantities to avoid waste, with no delays in expense settlements.

5. Complete, accurate, and timely updates of fixed asset and low-value consumable ledgers.

Qualifications:

Age & Gender: Female, 26 years and above.

Education: Bachelor s degree or above.

Work Experience: Minimum of 2 years experience in large enterprises (state-owned, foreign-invested, or publicly listed companies) preferred.

Knowledge: Proficient in administration, finance, and human resources.

Skills: Strong business communication skills, with knowledge of contract handling and financial processing.

Competencies: Strong written and verbal communication, planning ability, attention to detail, diligence, and logical thinking.

Language & IT Skills: Good command of English preferred; proficient in Microsoft Office software.

Other Requirements: Presentable appearance, willingness to work abroad if required.