Office Administrator

Overview

The Office Administrator, based in Shenzhen, China and reporting to the Associate Director, HRBP,, is responsible for ensuring smooth daily office operations and providing cross-functional administrative support to HR, Legal, Finance, IT, and other internal stakeholders. This role also plays an important part in supporting local employee engagement activities and fostering a positive, efficient, and welcoming workplace environment.

What You'll Do

• Oversee daily office operations to maintain a clean, safe, efficient, and well-functioning workplace environment.
• Manage office supplies procurement, including vendor sourcing, quotation collection, purchase request submission, inventory tracking, and timely replenishment.
• Coordinate business car arrangements, hotel bookings, visa and travel document applications, and related documentation with internal teams, external agencies, and relevant authorities.
• Liaise with building management, suppliers, and external service providers on office maintenance, access, facilities issues, courier services, mail handling, reception support, and service requests for the Shenzhen main office.
• Support executive leadership with travel bookings, itinerary coordination, expense tracking, reimbursement administration, and other travel-related logistics.
• Support major company events and business meetings, including supplier summits, leadership visits, town halls, cross-functional meetings, and other local office events.
• Partner with HR, Finance, Legal, IT, and local teams to support engagement programs, festive events, celebrations, team activities, community initiatives, CSR activities, and internal communication activities.
• Provide cross-functional administrative support, including new joiner onboarding arrangements, contract signature coordination, notarization, archiving, document logistics, invoice processing, vendor setup, expense tracking, petty cash handling, and confidential legal document storage.

What You'll Bring to the Table

• Bachelor’s degree in Business Administration, Office Management, Human Resources, or a related field.
• 2+ years of experience in office administration, general administration, or HR administration preferred.
• Strong organizational and multitasking skills, with high attention to detail and the ability to manage priorities in a fast-paced environment.
• Good communication and interpersonal skills in both Chinese and English.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Customer service–oriented, proactive, reliable, and comfortable working with employees, leaders, vendors, and cross-functional stakeholders.
• Able to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Willing to support ad hoc tasks and flexible working arrangements when business needs require.