Contract & Office Manager/Administrator
Support Services
Full Time
China
1970-01-01

Sector/Function: Product Sourcing – Global Ops
Work Location: Shunde
Position: Contract & Office Manager
Reporting to: VP, MA Sourcing


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 Product Sourcing structure there is an opportunity for the position of Contrat & Office Manager.  The candidate is responsible for Office Administration and Contract Admin Management.
This job holder is responsible for the Shunde office and contract 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 e-leave system and office access control.
Lastly, the job holder will also work with the Product Sourcing managers and Legal team to administer the OEM contracts and ensure the contract compliance. She/he also needs to manage the performance of some internal systems related to the contract management.


ESSENTIAL DUTIES AND RESPONSIBILITIES:
Office Administration
Provide administrative support to the team member
Coordinate meeting and travel arrangement
Responsible for the office maintenance, relocation and renovation projects.
Manage good receipt and verification of invoices and arrange payment requisition
Handle office supply & equipment maintenance & license renewal
Manage mailing and courier services
Coordinate company function and events
To handle assigned tasks in a responsible and confidential manner and in compliance with the corporate policies
Assist in 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)
Maintain the e-leave system
Support ad hoc projects as assigned


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 audit if needed
Prepare report on contract performance (on monthly basis)
Keep checking on the contract status and update to Sourcing Managers in weekly

Others
 Any ad hoc duties assigned if required

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
University degree holder with Business Administration or related discipline;
Minimum of 8 years in administrative or secretarial experience
Proficiency in Microsoft Excel and Power Point,
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 and mature,
Energy to drive and deliver business results
Fast learner, learn new skills and understand business and Product Sourcing operations,
Open to collaborate with both internal and external stakeholders,
Agile in dealing ambiguity and situations.


Required languages:
• English and 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'