Admin Team Leader

1. Internal Procurement
Coordinate with departments to identify regular and ad-hoc procurement needs (office services, events, IT office accounts/equipment, office supplies, equipment, machinery, tools, etc.). Develop a monthly/quarterly/annual internal procurement plan, ensuring it aligns with the budget. Monitor, update the procurement budget, and report costs periodically.
Research, evaluate, and establish a list of reputable suppliers with competitive pricing. Negotiate contracts, pricing policies, and payment terms with suppliers. Regularly assess the quality of services and products and maintain strategic partnerships with suppliers. Provide recommendations to optimize procurement costs while ensuring quality.
Track and manage the entire procurement process from requests, quotations, approvals, orders to payments. Inspect and accept goods to ensure they meet required quality and quantity. Resolve any issues that arise during delivery or with product quality. Ensure timely supply according to usage needs and compliance with the approved procurement process.
Manage records and documents related to procurement activities (contracts, invoices, delivery notes). Ensure transparency and meet internal and external audit requirements.
2. Providing Centralized Administrative Services:
Ensure centralized administrative services for subsidiaries within the group. Comply with and implement unified processes, SLAs, etc., to ensure quality administrative services and optimize resources, improving efficiency in providing administrative services.
Manage shared workspaces (Open Working Space): Oversee the operation of the shared workspace for all group employees. Ensure the work environment is clean, safe, and comfortable, meeting the standards of each department and individual users. Coordinate the use of meeting rooms, conference rooms, and common areas to avoid scheduling conflicts.
Manage administrative support services for shared workspaces: booking meeting rooms, cleaning, managing mail, photocopying, printing, and lighting systems for events or meetings. Propose and manage equipment and furniture in shared workspaces to ensure modernity and suitability for operational needs.
Act as a point of contact for handling administrative requests from the group companies. Regularly gather feedback from subsidiaries regarding service quality. Propose improvements to enhance the quality and operational efficiency of centralized administrative services. Provide periodic reports on the performance and costs of administrative services to suggest cost optimization measures.
Implement administrative records, including but not limited to invoices, documents, contracts, and acceptance reports, with the subsidiaries for seating service expenses.
3. Logistics Coordination and Support (Travel Desk):
Arrange bookings for flights, hotels, transportation, insurance, etc., for business trips, in compliance with approved business travel policies and procedures.
Track, confirm, and process changes when necessary. Coordinate with departments to meet work requirements.
Support visa and passport procedures: Monitor and remind employees about passport renewals or necessary documents for business trips. Coordinate the verification of supporting documents (invitation letters, itineraries, travel insurance, etc.).
Improve and manage Travel Desk service partners: Negotiate with airlines, hotels, and transport companies to secure the best rates and support policies. Regularly evaluate the service quality of providers to ensure a good experience for employees traveling for business.
4. Asset Management:
Manage and monitor fixed assets: assign asset codes and labels for easy identification and management. Track the condition, depreciation, and regular maintenance of assets.
Organize and plan periodic asset inventory (quarterly, annually). Reconcile actual asset data with accounting records to ensure accuracy.
Manage asset allocation and retrieval: Allocate assets to employees following company procedures and regulations. Handle asset retrieval from departing or internally transferred employees. Ensure the proper allocation of assets in terms of quantity, type, and quality according to the needs of each department. Conduct asset checks and retrieve assets when employees transfer or leave, updating the system accordingly.
5. Team Management and Leadership:
Lead and manage a team of 2-3 administrative staff, assigning tasks based on each member's capabilities.
Monitor and evaluate the team's work performance, ensuring the achievement of set goals. Train and guide staff on administrative procedures.
Create a professional, friendly work environment that encourages collaboration among team members. Listen to and promptly address any issues or challenges staff face in their work.
Reporting and coordination with management: Provide regular reports to senior management on team activities, including progress, performance, challenges, and proposed solutions. Coordinate with other departments to ensure alignment and mutual support in the company's joint activities.
6. Other tasks as assigned.