Admin Assistant 行政助理

职位描述 

行政助理职位将为采购与合同管理总监以及采购与供应团队提供行政支持。  

职责 

1. 负责实时更新供应商库及团队相关的数据管理系统。
2. 协助团队进行供应商筛选及尽职调查等工作。
3. 支持与所有承包商/供应商/顾问的沟通，并协调会议
4. 复印、扫描、收集并汇编各类文件。
5. 提供专业行政支持；具备主动性、创新思维、问题解决、优先级管理、决策及跨层级沟通能力。 
6. 具备需求预判能力，处理项目团队的机密信息、行政请求和咨询；负责团队差旅安排；工作安排灵活，高效应对临时需求；积极融入部门协作，除行政支持外，主动协助经理及团队开展工作，并为流程优化贡献建设性意见。
7. 理想候选人应具备出色的口头和书面沟通能力，熟练使用 MS Excel 及办公设备进行工作安排。
8. 主动促进信息传递、日程安排和会议筹备，适应动态工作环境。负责更新和维护办公室政策和程序，包括座位规划以满足团队、访客及出差人员需求。
9. 担任所有外来沟通的主要联络人，确保以专业态度处理各类往来事务。
10.  负责办公用品管理，调研新优惠及供应商；必要时协助采购工作并开具采购订单。
11. 维护及更新展会团队通讯录。
12. 支持团队在公司线上平台（如Concur）提交及核对费用报告。
13. 协助团队成员按时提交工时表。
14. 负责为访客及出差人员提供支持，包括但不限于酒店及差旅安排。
15. 与其他行政人员紧密合作，并按需支持团队成员。
16. 负责团队分配的其他任务。

任职要求 

• 具备出色的书面、口头及人际沟通能力，能与高管、内部协作伙伴及外部对接人员开展专业的沟通协作。  
• 擅长多优先级工作的统筹协调与高效推进，态度积极、处事灵活、执行审慎。

·      具备良好的团队协作能力。

• 主动进取，善于前瞻性解决问题，并妥善处理保密与敏感信息。  
• 具备良好的职业素养，工作积极热忱。
• 具备扎实的计算机操作能力，熟练掌握Microsoft Word、Excel、Outlook、PowerPoint 等办公软件。
• 具备出色的组织和执行能力，工作条理清晰、注重细节，能统筹多项工作并合理规划优先级，精准高效完成文件及工作成果的归档管理。

学历要求 

• 工料测量、建筑工程预算、法律、档案管理、秘书、英语或同等学历的学士学位。 
• 大学英语四级（CET-4）或同等水平，英语口语流利。

Job Description 

This Administrative Assistant role will provide administrative support for Director, Procurement and Contract Administration and the Sourcing & Procurement team.  

Responsibilities 

1. Update real-time vendor pool and other data management systems for the team
2. Assist team to do vendor screening due diligence checking, etc.
3. Support communication with all the contractors / suppliers / consultants, and coordinate meetings
4. Copy, scan, collect, and compile documents
5. The Administrative Assistant role provides exceptional delivery of assertive professionalism. This position requires initiative, creative thinking, problem-solving and prioritization skills, as well as decision-making, and proficiency in communication at all levels.  
6. This individual will be able to anticipate needs and handle confidential information, administrative requests and queries from project team. In addition, the Administrative Assistant will make travel arrangements for the team. Be flexible with work schedule to meet impromptu demands, and function as a proactive member of the department while supporting the managers and the team in addition to the administrative area including contributing ideas for continuous improvement. 
7. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools like MS Excel and office equipment.
8. Proactive facilitation of information flow, calendar planning and meeting preparation in a dynamic environment. Update and maintain office policies and procedures, which include organizing seating plans for the team, visitors and trippers.
9. Acting as the primary contact for all incoming communication and ensuring interactions are handled in a professional manner.
10. Manage office supplies and research new deals and suppliers. Also to help with sourcing and issue POs when required.
11. Maintain and update Show Team contact list.
12. Support Team submit and reconcile expense reports on company’s online platforms, such as Concur.
13. Provide support to the team to submit time sheets in a timely manner.
14. Provide general support for visitors and trippers, which includes but not limited to hotel and travel arrangement
15. Work closely with other administrative staff and support other team members as needed.
16. Other tasks assigned by the team

Required Qualifications 

• Excellent written, verbal and interpersonal communication skills to assure professional interaction with senior executives, internal partners, and external contacts  
• Demonstrated ability to blend a positive attitude, flexibility, discretion and command while managing multiple priorities.
• Ability to work effectively in a team environment  
• Demonstrated ability to take initiative, proactively problem-solve using sound judgment and handle confidential and sensitive information  
• Enthusiastic attitude and strong work ethic  
• Strong computer/technology skills, including but not limited to Microsoft Word, Excel, Outlook, PowerPoint, etc.
• Strong organizational and follow-through skills, orderly and detail-oriented with ability to handle multiple work streams simultaneously, prioritize work and accurately and efficiently archive documents and work products  

Required Education 

• Bachelor's Degree of Quantity Surveying, construction project budgeting, legal, archive management, secretarial， English or equivalent 
• College English Test Band 4 (CET-4) or equivalent, proficient in spoken English