Office Administrator, Czech(A184065)

Please upload your English version resume

Key Responsibilities:

1. Office Operations & Facility Management

• Lead the daily operations of the local office, ensuring all administrative and facility-related processes run smoothly and efficiently.

• Develop and implement office operation policies and SOPs to improve efficiency and effectiveness.

• Supervise maintenance, cleanliness, safety, and general functionality of the office; manage vendor contracts and ensure timely delivery of services.

• Handle escalated office-related issues and coordinate solutions with relevant internal and external stakeholders.

• Optimize scheduling and usage of office space and meeting rooms.

2. Admin related Procurement & Asset Management

• Oversee the full cycle of office procurement, including budget planning, vendor selection, price negotiation, and procurement compliance.

• Develop and maintain relationships with key suppliers, ensuring service quality, cost-effectiveness, and timely delivery.

• Monitor and report on inventory levels, usage trends, and procurement KPIs; recommend cost-saving measures and inventory optimization strategies.

• Maintain records of office assets and manage asset allocation, utilization, and retirement.

3. Expense & Budget Control

• Supervise the expense reimbursement process, ensuring compliance with company policies.

• Review and consolidate monthly administrative expense reports, identifying variances and proposing corrective actions.

• Assist in drafting and managing the annual administrative budget, ensuring all activities remain within approved limits.

4. Logistics & Documentation Management

• Oversee the management of incoming and outgoing letters, packages, and courier services, ensuring timely and secure delivery.

• Build and maintain procedures for the safe handling of confidential and sensitive documents.

• Develop a tracking system for mail logistics and ensure all records are maintained accurately.

5. Event & Team Activity Coordination

• Lead the planning and execution of team-building activities, employee engagement events, and major corporate events.

• Manage end-to-end logistics including venue selection, vendor coordination, transportation, catering, and budgeting.

• Evaluate the effectiveness of team events and recommend improvements aligned with company culture.

6. Employee Travel & Accommodation Support

• Provide support for complex or special accommodation and travel requests not covered under regular employee self-booking.

• Serve as escalation point for exceptional booking needs, policy interpretation, or travel-related troubleshooting.

• Maintain relationships with preferred travel/accommodation partners and ensure compliance with travel policy.

7. Senior-Level Administrative Support

• Act as the key administrative liaison for the Country Manager and/or Admin Head, providing high-level support such as: Calendar management, meeting coordination, and travel arrangements; Drafting internal communications, preparing presentation materials, and compiling reports; Representing the admin function in cross-functional meetings when required.

• Lead or support strategic administrative projects and process improvement initiatives.

8. Compliance & Risk Control

• Ensure all administrative activities comply with internal control policies and local regulations.

• Support audits, inspections, and risk control activities related to administrative operations.

9. Team Guidance & Collaboration

• May provide guidance or informal supervision to junior administrative staff or receptionists.

• Foster a collaborative and service-oriented environment within the office.

Requirements:

1. Bachelor's degree or above in Business Administration, Management, or a related field.

2. Experience in administrative or office management roles, with increasing responsibilities.

3. Strong interpersonal, communication, and negotiation skills.

4. Proven ability to manage multiple priorities, solve problems independently, and work in a fast-paced environment.

5. Proficient in Microsoft Office Suite and office management software/tools.

6. Experience working in multinational or cross-cultural environments is a plus.

7. Fluent in English (spoken and written)/ Proficiency in Mandarin Chinese is a strong plus.