Office Administrative Coordinator

Department: General Affairs (GA)
Work Location: Office and warehouse environment
Employment Type: Full-time
Position Summary
The Office Administrative Coordinator supports daily General Affairs operations, including visitor reception, expatriate and business-traveler logistics, shuttle operation, office coordination, records management, and general administrative support.
This position works closely with employees, visitors, internal departments, hotels, transportation providers, and other vendors. The ideal candidate is organized, outgoing, service-oriented, and comfortable working in both office and warehouse environments.

Key Responsibilities
Office Administration & Customer Service

• Manage front-desk and customer service activities, including visitor reception, access coordination, meeting-room readiness and hospitality support.
• Maintain office, meeting-room, and customer-area supplies and coordinate replenishment as needed.
• Provide daily administrative support to the GA team, including document preparation, filing, data entry, scheduling, and follow-up on open items.
• Prepare and maintain Excel trackers, PowerPoint presentations, reports, and other administrative documents.
• Coordinate with internal departments to support meetings, visitors, employee activities, and other site requirements.

Expat & Business Travel Support

• Coordinate hotel accommodations, rental vehicles, booking changes, and other logistics for expatriates and business travelers.
• Respond to urgent travel or accommodation issues and coordinate with travelers, host departments, hotels, and vendors.
• Maintain accurate hotel, transportation, traveler, and booking records.

Transportation Administration

• Support administration of company vehicles, rental vehicles, and shuttle-bus services.
• Maintain vehicle usage, maintenance, incident, schedule, route, and ridership records.
• Assist with transportation invoices, monthly settlements, and vendor documentation.
• Follow up with transportation vendors regarding service issues, schedule changes, and operational requests.

Records, Supplies & Operational Support

• Maintain organized GA records, including vendor documents, invoices, service records, inventory records, and operational trackers.
• Monitor office and GA supply inventory and coordinate replenishment with Procurement.
• Maintain issuance records for GA supplies, PPE, and other assigned materials.
• Provide administrative support for receiving, material distribution, inventory checks, and other warehouse-related activities when needed.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Previous experience in office administration, customer service, General Affairs, hospitality, logistics, or a related field preferred.
• Strong proficiency in Microsoft Office, especially:
  • Excel
  • PowerPoint
  • Word
• Strong organizational skills with the ability to manage multiple tasks and follow up on details.
• Comfortable maintaining records, spreadsheets, reports, invoices, and administrative documentation.
• Able to work effectively in both office and warehouse environments.

Language Requirements

• Fluent Chinese and English required.
• Must be able to communicate effectively with employees, visitors, management, and vendors in both languages.

Preferred Personal Characteristics

• Outgoing, friendly, and professional.
• Strong customer-service mindset.
• Team player who works well with different departments and personalities.
• Responsible and detail-oriented.
• Proactive in following up on issues and completing assigned tasks.
• Able to handle changing priorities and urgent requests.
Good communication and interpersonal skills.

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