Admin assistant

About the role

An Administrative Assistant role focused on business support, contract management, and operational efficiency. You will handle external business quotations, draft and review contracts, manage bidding and tender processes, coordinate client compliance, and support departmental administration. The role leverages AI tools to enhance operational efficiency across document processing, email drafting, and data organization.

Friendly working environment provided.

Key responsibilities

• Handle external business quotations; draft, review, and finalize business contracts
• Manage contract archiving and full-process contract registry (ledger) management
• Prepare, format, review, and verify the commercial sections of bid documents to ensure compliance and professionalism
• Liaise with and drive the ACC review process for key clients to ensure business operations proceed in compliance
• Manage the procurement and management of departmental office supplies
• Assist core management members in completing daily expense reimbursements efficiently and in compliance with company policies
• Leverage AI tools to assist with drafting English business emails, preliminary review and proofreading of contracts/documents, data organization, and bid document formatting
• Complete other business support tasks and ad-hoc administrative matters assigned by supervisors

About you

• Bachelor's degree or above
• High energy, strong execution capability, and the ability to work under pressure
• High proficiency in both English and Mandarin Chinese (listening, speaking, reading, and writing)
• Business English proficiency
• Proficient in Microsoft Office (Word, Excel, PowerPoint, etc.)
• Able to independently complete document formatting, data organization, and spreadsheet creation
• Strong document processing capabilities and skilled at leveraging tools to improve delivery quality and efficiency
• Meticulous and detail-oriented, sensitive to figures and legal terms
• Excellent communication skills and a strong sense of business confidentiality
• Experience in business/administrative roles at foreign trade companies, engineering firms, or large design institutes is preferred