Role Title: Team Assistant

Function and Department: Supply/Zhang Jiagang (ZJG)

Location: Zhang Jiagang

Position Summary:  

The job holder will work as a shared team assistant for various teams under ICCL (Infineum China Co., Ltd) and provide the administrative support and ad hoc work when required. The job holder reports to Plant Manager.

Key Responsibilities / What You'll Achieve

Organize and provide all administrative support, including but not limited to:

• Logistical responsibility for all internal meetings (venue/room, issuing agenda, inviting attendees and monitoring responses) and meetings with external visitors.
• As focal point for travel arrangements for external visitors/customers. Book and complete all travel arrangements including hotels, cars, flights, currencies and visas (if required). Prepare detailed itineraries for each trip. Communicate closely with the travel agency, ensure the most effective airfare and itinerary are obtained.
• Manage on-site services in all aspects of facilities operations: office housekeeping, plant greening service, company van, shuttle bus, cafeteria, etc to create conducive work environment for the high-performance manufacturing team.
• Manage and maintain office building to ensure it runs in good and safe environment.
• Office cost controls to ensure all the costs in a reasonable manner.
• As company chop custodian to manage and ensure security and no unauthorized or inappropriate usage of company chop.
• Organize and coordinate company related events, e.g.site staff meetings, celebration events etc.
• Be a part of global communication team, responsible for websites update/ maintenance, and plant focal point for internal communication to ensure important messages are delivered to site effectively, as well as assists on campus recruiting and customer events on-site support.
• Access and prepare the materials on need basis for upcoming meetings, conferences, town-halls or projects in advance of the event and wherever possible prepare meeting notes.
• Process business payment and expense claims including reviewing contracts, collecting invoices, preparing claim forms, create PR in SAP etc.
• Conduct simple research, draft external-oriented letters and translate simple documents.
• Manage the calendars of meeting room and the team leaders
• Office Equipment Administration including stationery Purchase/Issues & Controls
• Other ad hoc tasks.

What will you gain from this role?

• Team work
• Communication skills
• Interpersonal skills
• Project Mannagement

Skills & Qualifications

• Good command of written and spoken English and Chinese
• Good computer skills with Microsoft Office tools
• Strong communication and interpersonal skills, good team player

Preferred:

• University graduate of Administration Management
• TEM-8 certificate