Admin Manager

We are looking for a proactive, organized, and solutions-oriented Admin Manager to lead and optimize administrative operations across our assigned country/subsidiary.

This role plays a key part in creating an efficient, well-organized, compliant, and employee-friendly workplace, while ensuring smooth coordination of facilities, logistics, assets, vendors, licenses, documentation, and business support services.

Key Responsibilities

1. Administrative Operations Management

• Manage and coordinate daily administrative resources, including offices, accommodations, warehouses, vehicles, and office equipment.
• Establish and maintain administrative records and databases, including fixed assets, office supplies, lease agreements, vehicle utilization, accommodation occupancy, vendor information, and expense records.
• Implement and enforce company administrative policies, procedures, and standards locally, including office discipline, asset allocation, expense applications, visitor reception approvals, vehicle management, and accommodation management.
• Coordinate and resolve day-to-day administrative issues, such as office facility breakdowns, transportation arrangements, employee accommodation issues, and vendor service disruptions.
• Promote standardized, documented, and systematic administrative management practices to improve operational efficiency.

2. Workplace and Logistics Support

• Oversee workplace facilities, accommodations, cleaning services, security services, property management, utilities, internet connectivity, and other administrative support functions.
• Participate in office, accommodation, and warehouse site selection, leasing, renovation, relocation, and maintenance activities.
• Manage workplace environment, health and safety, fire protection systems, access control, visitor management, and other administrative safety-related matters, while supporting inspections and corrective actions with HSE or designated safety personnel.
• Coordinate workplace and living support services for employees, ensuring timely resolution of accommodation, transportation, office equipment, and maintenance-related issues.
• Establish regular inspection and review mechanisms for workplace and support services, ensuring timely corrective actions and continuous improvement.

3. Asset Management, Procurement, and Cost Control

• Manage the procurement, registration, inventory, transfer, disposal, and daily administration of fixed assets and consumables.
• Manage administrative service providers, including property management companies, landlords, vehicle suppliers, travel agencies, hotels, cleaning vendors, maintenance contractors, and office supply providers.
• Participate in administrative budget planning, expense applications, payment follow-up, and monthly expense analysis to ensure compliance, transparency, and cost control.
• Conduct vendor comparisons, service evaluations, acceptance inspections, and performance reviews to enhance cost efficiency and prevent procurement risks.
• Prepare regular reports on administrative spending, expense variances, and cost optimization recommendations.

4. Reception and Event Coordination

• Support the planning and execution of important meetings, exhibitions, business events, and employee engagement activities.
• Develop reception and event support plans that clearly define service standards, budgets, responsibilities, and logistical requirements.
• Coordinate on-site administrative support to ensure successful event execution and positive visitor experiences.

5. Company Seal and Document Management

• Establish and maintain company seal records, document receipt and dispatch logs, contract and license archives, and related administrative documentation systems.
• Manage document stamping, submission of official materials, license copying, courier arrangements, and submissions to government agencies, banks, and business partners in accordance with company authorization and approval procedures.
• Ensure proper usage, custody, and confidentiality of company seals, sensitive documents, business information, employee records, and externally submitted materials.
• Prevent unauthorized use, loss, misuse, or disclosure of company documents and information.

6. Branch and Site Establishment Support

• Provide administrative support for the setup and operation of branches, representative offices, service centers, warehouses, and other business locations.
• Participate in the establishment, expansion, or renovation of offices and operational site.

Qualifications

• Bachelor's degree or above in Business Administration, Administration Management, Human Resources, Law, Public Administration, Finance, Languages, or related disciplines.
• Candidates with strong practical administrative management and local coordination experience may be considered even if they do not fully meet the educational requirements.
• Minimum 3 years of experience in administration, office management, facilities management, corporate services, operational support, or related functions.
• Experience in office setup, accommodation management, vehicle management, vendor management, government affairs, or expatriate support is preferred.
• Experience in company seal management, contract and license administration, document control, records management, or corporate compliance documentation is preferred.
• Experience in setting up or managing overseas offices, branches, service centers, warehouses, or standardized administrative facilities is preferred.
• Familiarity with local administrative procedures, vendor resources, labor regulations, and the local business environment is preferred.
• Experience supporting Chinese-invested enterprises, construction machinery companies, manufacturing businesses, overseas platforms, or multi-site operations is preferred.