Office Administrator

Aizhuo is part of a fast growing global Telecoms company (Asergis Group) which has offices located in the UK, India and Malta. It provides a number of telecoms services to enterprise customers and channel partners worldwide. As part of our China expansion programme, we are currently seeking an experienced Sales Executive.This administrator role will provide both clerical and administrative support to Asergis Managers, either as part of a team or individually. The role plays a vital part in the administration and smooth-running of Asergis. This role involves coordination and implementation of office procedures. Most work involves both written and verbal communication, word processing and typing, and you must have relevant skills such as Microsoft Word, Outlook, PowerPoint, Excel, etc., organisational and presentation skills, as well as the ability to multi-task and work well under pressure.We are looking for someone who has high-level qualifications in this industry and has previous experience.Key Tasks & Responsibilities Administration Ensuring that all incoming and outgoing telephone calls are answered and dealt with courteously and as quickly as possibleCreating and maintaining filing systemsLetter writing, drafting documentation, Audio / copy typingPhotocopying and printing various documents, sometimes on behalf of other colleaguesLiaising with staff in other departments in and out of MaltaCreating and maintaining a welcoming atmosphere at reception and ensuring visitors are greeted professionally and efficientlyEnsuring that reception and meeting rooms are kept tidy and attractive to create the best impression for visitors. Providing catering / refreshments for meeting rooms and setting up equipment for presentations and video conferences, as requiredReplacing supplies, both catering and stationery, as required on a daily basis. This includes ordering and collecting kitchen suppliesDistributing post and deliveries, dispatching outgoing post arranging couriers, special deliveries etc, on a daily basisCo-ordinating in-house and external meetings, ensuring maximum availability and avoiding clashes / over booking. Maintaining calendar meetings, creating agendas, note-taking during meetings, as requiredEstablishing, developing and managing business relationships with external suppliers; whilst negotiating best prices with suppliers and creating Cost-Analysis between suppliers for purchasesSetting up and coordinating of all office equipment (i.e. photocopiers, projector equipment, printers etc.) ensuring they are in good working order and compliant with health and safety legislationUsing a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databasesPerforming some basic accountancy tasks including maintaining petty cash & cheque paymentsManagement of office licences, insurances and certificatesManagement of office rents & payments of billsManaging and maintaining budgets, as well as invoicingAssisting the Director on any current projects and ensuring the smooth running of all projects, as and when requiredHR Posting Vacancies on various platforms for various rolesReviewing applications and work samples, shortlisting candidatesCoordinating interviews and liaising with shortlisted candidatesCoordinating with various recruitment agencies, negotiating ratesMaintaining an Interview ScheduleLiaising with local Education boards / schools / entities in order to enrol interns within the companyOverseeing recruitment process and suggesting / implementing ways to improve the processLiaising with Local Departments & Agencies to ensure the health and safety standards are met by all staff and visitorsMaintaining health and safety records as per legal legislation and make them available for inspectionActing as first aid representative in the case of an accident at the workplaceActing as fire marshal, ensuring smooth and effective evacuations of office during fire drills and / or actual emergencyAll these activities will be overseen by the UK management and you will receive adequate assistance from this team.Job Title : Office AdministratorReports to : Commercial DirectorLocation : Shanghai, ChinaBasis : Full TimePersonal Attributes Excellent English oral and written communication skillsWorking Experience in HR fuctionAbility to do payroll for staffStrong organisational skillsStrong typing skillsPresentation skills and attention to detailThe ability to plan your own work, work on your own initiative and meet deadlinesThe ability to manage pressure and conflicting demands and prioritise tasks and workloadTact, discretion and respect for confidentialityA pleasant, confident telephone mannerTeamworkReliability, honesty and trustworthyStrong negotiation skills