Administrative Manager at ZTE

Job description

Main Duties/Key Responsibilities

• PA
• Acting as PA for MD
• Assisting MD for internal operation management
• Finance
• Collating, recording and paying office and logistical bills as directed. Currently there are 30-40 invoices a month which must be recorded in the Finance On Line program and followed-up.
• Maintain and update list of Fixed Assets.
• Administration
• Fielding paper, electronic and telephone queries on behalf of ZTE Vodafone Business Unit and acting as point of liaison for all colleagues and external contacts such as clients, visitors, customers, partners, government institutions, and professional bodies.
• Handling visa documentation, both for employees based locally and issuing invitation letters and giving advice for those visiting from China.
• Co-ordinating accommodation in company apartments for visitors from China – keep a report on the visitors’ arrival date, leaving date, department and project.
• Ordering office supplies including tea and company literature from China and necessities for the Company apartments.
• Booking travel for local employees and hotel accommodation for visitors.
• Organizing meetings and events as required. This includes the annual ski-trip, Christmas party, summer events e.g. picnics.
• Arranging cake and a gift for employee birthdays
• Drafting a wide range of communication such as notes and letters, and producing report documentation as required. This can often be in Chinese.
• Collecting holiday plans for offices
• Producing Word documents, excel spreadsheets, presentation material as directed.
• Attending meetings as directed and taking minutes as appropriate.
• Provide comprehensive administrative support to the business development and technical solutions teams wherever possible.
• Office
• Responsible for all office logistics, including materials and equipment (fax, printers, photo-copier, telephones, stationery)
• Responsible for the overall office environment and ensuring that the office is always kept to high standards of professionalism and that any landlord is complying with their responsibility towards cleaning, health and safety.

Essential Skills and Experience

Experience

• More than 3 years experience in administration or office management
• Good experience of working in a cross cultural office environment
• Experience in the telecommunications industry would be desirable, but not essential.
• Experience of managing, tracking and reporting financials and budgets

Education

• Good typing skill 40 to 50 wpm.
• Highly proficient in the use of all Microsoft Office packages.

Personal qualities

• High levels of integrity and used to having access to and processing confidential information
• Excellent verbal communication skills
• Excellent numerical skills – particularly in record keeping and financial management
• Highly professional manner, with the ability to greet people at all levels and make them feel comfortable within the office environment.
• Strong organizational and co-ordination skills, able to deliver work on time to a consistently high standard
• Calm under pressure and able to juggle a variety of tasks at one time and succeed in an ever-changing environment
• Highly flexible
• Self motivated and able to take responsibility.

The job requires considerable contact throughout ZTE Corporation and in particular China. As a result of the time difference, there may be occasions where out of ‘normal’ office hours are required.