Contract and Office Administrator
Support Services
Full Time
Shunde, China
1970-01-01

JOB DESCRIPTION:

Sitting within the Global Operations function, Global Sourcing Operations (GSO) is an organization managing the Sourcing, Project Leadership, Quality and Supply Chain for a broad scope of Sourced OEM Products including but not limited to Home Comfort, Food Preparation, Food Preservation, Wine Appliances, Fabric Care, Dish Care, Water Care, Floor Care and Small Domestics Appliances for the APAC, Middle East Africa, Europe, North America and Latin America regions.

 

Within the GSO structure there is an opportunity for the position of Contract and Office administrator.  The candidate is responsible for Office Administration and Contract Admin Management.

This Contract and Office administrator is responsible for the Shunde office administration and management. She/he should provide the administrative support to the team members and coordinate the company event/function. She/he also needs to negotiate and deal with the vendors and validate the invoices and arrange payment. In addition, she/he also needs to maintain the office access control.

Lastly, the job holder will also work with the GSO sourcing managers and Legal team to administer the OEM contracts and ensure the contract compliance. She also needs to manage the performance of some internal systems related to the contract management.

 


ESSENTIAL DUTIES AND RESPONSIBILITIES:

i)              Office Administration

       Provide administrative support to the team member

       Coordinate meeting and travel arrangement

       Responsible for the office maintenance, relocation and renovation projects.

       Manage goods receipt and verification of invoices and arrange payment requisition

       Handle office supply & equipment maintenance & license renewal

       Manage mailing and courier services

       Support and organize company activities and events

       Handle assigned tasks in a responsible and confidential manner and in compliance with the corporate policies

       Assist in office indirect purchasing such as corporate hotel/travel agency negotiation

       Record office inventory for each staff and for whole office

       Handle the office access control (add/remove the access card for staff in office and in this building)

       Ensure office cleanliness (work with cleaning ladies, handle carpet cleaning, sanitation for water dispenser regularly)

 

 

 

 

 

ii)            Contract Administration

       Perform the contract administration and management works for ensuring their quality level

       Assist in the contract compliance reviews and perform ongoing monitoring of procedures

       Ensure contract close-out, extension or renewal

       Maintain the filing system, upload all fully signed contracts and other related document in the database and keep the tracking record updated

       Ensure that signed contracts are communicated to all relevant parties to provide contract visibility and awareness, interpretation to support implementation.

       Assist in the contract compliance reviews and perform ongoing monitoring of procedures

       Creation of OEM contracts

       Management of ISS and e-RFE system and it’s performance

       Management of SMS2 system implementation and performance

       Assist in internal and external audits if needed

       Prepare and generate contract performance and other ad hoc reports

       Upkeep contract status and update Sourcing Managers on weekly basis

 

iii)           Others

 Any ad hoc duties assigned if required

Minimum Qualification

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

       Degree holder in Business Administration or related discipline

       Minimum of 5 years in administrative or secretarial experience or related

       Proficiency in Microsoft Office, fast and accurate typing in English and Chinese

       Excellent command of spoken and written English and Chinese, and fluency in Mandarin is an advantage

       Adaptable, systematic and well-organized

       Good interpersonal & communication skills to encourage cross-collaboration

       Independent with detailed, drive and deliver business results

       Quickly learn and understand business and operations

       Ability to learn new skills beyond business needs and continuously improve

       Open to new ways of working and able to collaborate with both internal and external stakeholders

 

 

Required languages:

 

• English CET and Fluent in Chinese

 

Apply now

We encourage you to apply as soon as possible as candidates will be interviewed continuously. The position may be filled prior to the date described as 'Apply by'