Administrator

Responsabilités

About the Role The Administrator ensures the smooth daily operation of the office by managing administrative tasks, coordinating schedules, overseeing supplies, and supporting staff and management with duties such as answering phone calls and emails, scheduling meetings, basic bookkeeping, and file management. They serve as the central contact point for internal and external communication and support the human resources and finance departments. Responsibilities Administrative and Office Operations: Ensure the efficient operation, coordination, and overall supervision of office activities. Manage incoming and outgoing mail, emails, and telephone communications. Maintain accurate filing systems, both physical and digital, while ensuring the confidentiality of records. Coordinate procurement of office supplies, inventory control, and supplier management. Organize meetings, internal events, and official travel arrangements. Provide administrative support to management, including the preparation of agendas and relevant documentation. Security, Facilities, and Office Management: Oversee office security management, liaising with security service providers and ensuring compliance with local regulations. Supervise office rental, lease management, and coordination with landlords. Supervise office maintenance, repairs, utilities, and overall working conditions. Ensure coordination of all service providers related to facilities. Ensure a safe, functional, and compliant work environment in accordance with applicable standards for employees. Fleet and mobility management: Coordinate management of the vehicle fleet, including both company-owned and leased vehicles. Monitor vehicle documentation, insurance, registration, and regulatory compliance. Coordinate vehicle maintenance, usage monitoring, and reporting. Provide logistical and transportation support for office and business operations. Visas and Declarations: Coordinate employee declaration procedures in compliance with local regulations. Manage expatriate staff visas (including Chinese and local employees), encompassing renewals and liaison with the competent authorities. Act as the primary liaison with immigration services and local governmental bodies, as necessary. Maintain accurate monitoring and documentation of immigration-related records. Arrange travel bookings for all LGCI employees, including Chinese and local personnel, for business trips. Provide assistance to employees for hotel reservations related to business travel. Supplier and Local Network Management: Oversee relationships with local suppliers and service providers. Search, evaluate, and coordinate suppliers in compliance with company procedures. Leverage a robust local network to efficiently resolve operational and administrative issues. Ensure service quality, regulatory compliance, and cost control. Fixed Asset Management: Coordinate the procurement, receipt, and recording of fixed assets. Maintain the fixed asset register. Monitor the allocation, transfer, and condition of assets. Organize and conduct semi-annual and annual fixed asset inventories. Prepare inventory reports and reconcile discrepancies with the finance department. Petty Cash Management: Manage the physical petty cash fund in accordance with company policies. Record all transactions with appropriate supporting documentation. Ensure authorization, justification, and compliance of cash disbursements. Perform reconciliations and prepare regular reports for the finance department. Reports and Coordination: Prepare administrative, inventory, fleet, and activity reports. Ensure prompt communication with management and the finance department. Support audits, internal controls, and compliance reviews. Perform any other tasks assigned by management. Others: Support HR-related activities. Perform other duties assigned by supervisors. Qualifications High school diploma or bachelor’s degree in business, administration, or a related field. Proficient written communication skills to respond to correspondence, prepare reports, and provide information to employees, clients, and suppliers. Knowledge of fundamental accounting procedures, including invoicing, budget monitoring, cash flow management, and preparation of expense reports. Demonstrated strong organizational skills to maintain precise records. Proficient interpersonal skills to establish positive relationships with clients and suppliers and to engage professionally with employees. Capacity to manage multiple tasks concurrently and to effectively prioritize and transition between responsibilities. Discretion and competence in handling confidential information. Computer skills: Advanced practical knowledge of MS Office Suite (Word, Excel, Power Point). Experience with HRIS, payroll, or administrative systems constitutes an advantage. Adeptness in rapidly acquiring knowledge of internal systems, tools, and procedures. Required Skills Proficient written communication skills. Knowledge of fundamental accounting procedures. Strong organizational skills. Proficient interpersonal skills. Capacity to manage multiple tasks concurrently. Discretion in handling confidential information. Advanced knowledge of MS Office Suite. Preferred Skills Experience with HR. Secteur : Administrative