Admin Manager

Key Responsibilities

1. Administrative Operations Management

• Manage and coordinate daily administrative resources, including offices, accommodations, warehouses, vehicles, and office equipment.
• Establish and maintain administrative records and databases, including fixed assets, office supplies, lease agreements, vehicle utilization, accommodation occupancy, vendor information, and expense records.
• Implement and enforce company administrative policies, procedures, and standards locally, including office discipline, asset allocation, expense applications, visitor reception approvals, vehicle management, and accommodation management.
• Coordinate and resolve day-to-day administrative issues, such as office facility breakdowns, transportation arrangements, employee accommodation issues, and vendor service disruptions.
• Promote standardized, documented, and systematic administrative management practices to improve operational efficiency.

2. Workplace and Logistics Support

• Oversee workplace facilities, accommodations, cleaning services, security services, property management, utilities, internet connectivity, and other administrative support functions.
• Participate in office, accommodation, and warehouse site selection, leasing, renovation, relocation, and maintenance activities.
• Manage workplace environment, health and safety, fire protection systems, access control, visitor management, and other administrative safety-related matters, while supporting inspections and corrective actions with HSE or designated safety personnel.
• Coordinate workplace and living support services for employees, ensuring timely resolution of accommodation, transportation, office equipment, and maintenance-related issues.
• Establish regular inspection and review mechanisms for workplace and support services, ensuring timely corrective actions and continuous improvement.

3. Asset Management, Procurement, and Cost Control

• Manage the procurement, registration, inventory, transfer, disposal, and daily administration of fixed assets and consumables.
• Manage administrative service providers, including property management companies, landlords, vehicle suppliers, travel agencies, hotels, cleaning vendors, maintenance contractors, and office supply providers.
• Participate in administrative budget planning, expense applications, payment follow-up, and monthly expense analysis to ensure compliance, transparency, and cost control.
• Conduct vendor comparisons, service evaluations, acceptance inspections, and performance reviews to enhance cost efficiency and prevent procurement risks.

Prepare regular reports on administrative spending, expense variances, and cost optimization recommendations.

4. Reception and Event Coordination

• Support the planning and execution of important meetings, exhibitions, business events, and employee engagement activities.
• Develop reception and event support plans that clearly define service standards, budgets, responsibilities, and logistical requirements.
• Coordinate on-site administrative support to ensure successful event execution and positive visitor experiences.

5. Company Seal and Document Management

• Establish and maintain company seal records, document receipt and dispatch logs, contract and license archives, and related administrative documentation systems.
• Manage document stamping, submission of official materials, license copying, courier arrangements, and submissions to government agencies, banks, and business partners in accordance with company authorization and approval procedures.
• Ensure proper usage, custody, and confidentiality of company seals, sensitive documents, business information, employee records, and externally submitted materials.
• Prevent unauthorized use, loss, misuse, or disclosure of company documents and information.

6. Branch and Site Establishment Support

• Provide administrative support for the setup and operation of branches, representative offices, service centers, warehouses, and other business locations.
• Participate in the establishment, expansion, or renovation of offices and operational site

Requirement

• Minimum 3 years of experience in administration, office management, facilities management, corporate services, operational support, or related functions.
• Experience in office setup, accommodation management, vehicle management, vendor management, government affairs, or expatriate support is preferred.
• Experience in company stamp management, contract and license administration, document control, records management, or corporate compliance documentation is preferred.
• Experience in setting up or managing overseas offices, branches, service centers, warehouses, or standardized administrative facilities is preferred.
• Familiarity with local administrative procedures, vendor resources, labor regulations, and the local business environment is preferred.
• Experience supporting Chinese-invested enterprises, construction machinery companies, manufacturing businesses, overseas platforms, or multi-site operations is preferred.