Office Administrator
Support Services
Full Time

Office Administrator

Position ID:

Sector: Global Operations

Functional Area: Support Services

Hong Kong

Number of Openings:

Reporting to:
Office Manager,Office Admin

Employment Type: Permanent

Apply By:
31 July, 2019




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 Office Administrator.  The candidate is responsible for Office Administration and Contract Admin Management.

This Office Administrator is responsible for the HK 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 e-leave system and 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.


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 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



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 audit if needed

         Prepare report on contract performance (on monthly basis)

         Keep checking on the contract status and update to Sourcing Manager in weekly


iii)            Others

 Any ad hoc duties assigned if required



         High Diploma or above in Business Administration or related

         Minimum of 2 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


Required languages:

• English and Chinese


Electrolux is a global leader in home appliances, based on deep consumer insight and developed in close collaboration with professional users. We offer thoughtfully designed, innovative solutions for households and businesses, with products such as refrigerators, dishwashers, washing machines, cookers, vacuum cleaners, air conditioners and small domestic appliances. Under esteemed brands including Electrolux, AEG, Zanussi, Frigidaire and Electrolux Grand Cuisine, the Group sells more than 50 million products to customers in more than 150 markets every year. In 2013 Electrolux had sales of $15.1 billion and 61,000 employees. For more information go to


Electrolux has market-leading positions in Australia and New Zealand and is expanding into growth markets in Southeast Asia and China. With a history that spans over 90 years of Swedish design innovation, Electrolux continues to offer contemporary and thoughtfully designed appliances that cater to the expanding middle-class in these growth markets.