Facility Administration Assistant

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Functional Team

Facility Administration

Reporting Relationships


Direct Manager: Facility Administration Manager

Location

Shenzhen, China

Objective

Perform a broad range of administrative duties to support your assigned team(s).

Key Accountabilities

Responsibilities:
- Providing complete administrative support to your assigned area (s)
- Support with supplier setup, and timely contracts sign-off.
- Liaise/coordinate with key suppliers on day to day related activities.
- Support the materials planning processes to ensure sufficient material supplies.
- Be a reliable point of contact for the team members and other colleagues therefore contributing to the clear and precise communication within the department.
- Co-ordinating internal and external communication and assistance in the preparation of reports/presentations as required.
- Scheduling meetings, teleconferences and general meeting support (to include checking attendees calendars, preparing agendas, presentations, Excel charts, copying handouts and typing/distributing meeting minutes)
- Arranging calendar/schedules for team members including travel arrangements, booking tickets, preparing itineraries and expense reports as required
- Collation and distribution of meeting agendas and minutes.
- Coordinate and place orders for miscellaneous external purchases for the department and track these orders
- Point of contact for all new starters within the team, including meet and greet.
- Coordination of incoming and outgoing materials and general facility administration.

Key Performance Indicators

Office supply and cost management of office maintenance

Required Qualifications, Experience & Key Skills

Knowledge & Experience:
- Relevant Administrative qualification or equivalent preferred.
- 4/5 years relevant work experience in a senior Administration role.
- Skilled in Microsoft office including MS Word, Excel, Powerpoint and a calendar management system (e.g Outlook).
- Excellent communication skills with strong telephone manner.
- Capable of creating good working relationship with people from all levels.
- Must be open and willing to provide assistance to others when required.
- Be highly personable, confident, project a professional attitude and a positive self-image to colleagues and customers.
- Is flexible, accepts change and promotes it positively.
- Is a competent individual capable of prioritizing workloads efficiently and effectively while having strong attention to detail
- Capable of planning ahead to ensure any problems are resolved promptly and accurately.
- Attention to detail and ability to prioritise assignments and work to deadlines.

PCH Work Style, Personal Attributes & Attitudes

People Skills
PCH work environment is relationship based and staff members need to be able to work effectively within a number of differently structured teams. This position needs to be both a team and individual contributor.

Strong verbal & written English communication, negotiating skills are paramount, as is a driven and positive 'can do' attitude. Articulate and succinct communication is highly valued, as well as a strong customer service focus. Client relationship skills are required to be successful in this role.

Task Skills
A solid skill base is needed to hit the ground running, and commercial acumen focusing on long-term outcomes and the financial implications of the actions expected.

Strategic thought processes are vital in processing and analyzing data in order to reach key points, and the ability to think in the 'bigger picture' is an advantage.

The ability to best solve a problem quickly and effectively using networks is also a must, along with the ability to maintain a positive attitude in a fast paced environment.

Personal Qualities
The typical PCH work style would be relationship oriented where support for others in achieving goals is a key consideration. Looking above the obvious to achieve broader based solutions using initiative is standard, and a flexible approach to problem solving utilizing various resources is required.

The ability to think on your feet and effectively deal with stress in a supportive environment is also considered necessary. An aptitude to want to learn is important and results driven individual with a pleasant demeanor are vital attributes. The ability to effectively communicate and liaise with a wide range of clients is also necessary.

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