Administrative Specialist

About the company

At Geely, we are committed to redefining the standards of automotive excellence and offering a diverse range of models to suit every need and preference. From elegant sedans to powerful SUVs, we combine cutting-edge technology with exceptional craftsmanship to create an extraordinary driving experience.

As part of Geely, a Fortune Global 500 company and a leading global mobility and technology group, we offer a broad portfolio of world-class brands, including Geely Auto, Zeekr, Lynk & Co, Volvo Cars, Polestar, Lotus, LEVC, and Farizon. With a global network of research and development and design centers, the Group is driving innovation in electrification, intelligent driving, and sustainable mobility, thereby shaping the future of the automotive industry worldwide.

Job Overview

The Office management Specialist is a key member of the Operations Management team, responsible for ensuring the smooth day-to-day operation of the office environment. This role covers a broad scope - from office maintenance and logistics to fleet management and vendor coordination - and serves as the central point of contact for internal facilities, external service providers, and visiting guests.

The position reports directly to the Operation Manager and works closely with HR, Finance, and other departments to support company-wide initiatives and events. We are seeking a dedicated full-time team member who is ready to take ownership of this multifaceted role.

Key Responsibilities

Office Daily Operations

• Conduct regular office environment inspections and ensure a clean, and well-functioning workplace
• Manage meeting room bookings, setup, and availability
• Receive and host visitors, ensuring a professional and welcoming reception experience
• Log and track facility maintenance requests; coordinate timely repairs

Mail & Courier Management

• Receive, register, and distribute incoming letters, parcels, and express deliveries
• Manage outgoing mail and courier dispatch, maintaining a complete mail logbook
• Ensure accurate tracking and timely handover of all incoming and outgoing items

Office Supplies Procurement

• Handle procurement of office supplies, including sourcing, price comparison, and purchase orders
• Manage inventory receiving, storage, distribution, and periodic stock counts
• Build and maintain relationships with suppliers; evaluate supplier performance on a regular basis

Fleet Management

• Coordinate vehicle scheduling and dispatch for business use
• Manage vehicle insurance renewals, annual inspections, and registration compliance
• Oversee scheduled maintenance and unscheduled repairs
• Maintain fuel consumption logs and enforce company vehicle usage policies

Property & Facility Coordination

• Liaise with building management on utilities (water, electricity, HVAC, elevators)
• Follow up on facility repair requests and ensure timely resolution
• Manage payment of utility and property-related fees
• Coordinate with office administration counterparts on shared facility matters, administrative workflows, and cross-departmental demand

Event Organization & Support

• Collaborate with HR to plan and organize team-building activities, annual dinners, and holiday events
• Take charge of logistics, vendor coordination, on-site setup, and execution
• Provide post-event follow-up, including feedback collection and expense reconciliation

Basic Qualifications

• Associate degree or above; major in Administration, Business Management, or a related field is preferred
• 1–3 years of relevant administrative work experience
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Valid driver's license required
• Strong sense of responsibility, excellent communication and coordination skills
• Fluent in German and English, both written and spoken
• Ability to manage multiple tasks simultaneously in a fast-paced environment
• Detail-oriented with a proactive and service-minded attitude

Preferred Qualifications

• Experience in fleet management is a strong advantage

Salary & Benefits

We offer a competitive compensation package commensurate with experience and qualifications, along with statutory benefits and company welfare perks. Details will be discussed during the interview process.

Diversity & Inclusion

Geely is committed to creating an inclusive workplace where diversity is valued and respected. We welcome applications from all qualified individuals regardless of background, experience, or life journey.