Office Manager

Overview Supervise work of administrative staff in the maintenance of company records, telephone, fax & data transmission services, photocopying & typing services. Direct the processing and distribution of internal and external correspondences, maintain inventories and issue office stationeries. Manages the daily activities of the VP like meetings, conferences, travels, project presentations, etc.

Responsibilities

Evaluates job performance and initiates or recommends hiring, disciplinary actions and termination of administration staff.

Monitors operation regularly and suggest necessary ideas and counter measures to improve outputs and ensure standardization of operation and processes in the office and encourages Kaizen processes for the improvement of the business.

Trains, assigns duties and work schedules and supervises the work of the administration staff.

Responsible in the purchasing and servicing of office equipment; makes order and issuance of office supplies, stationeries, business cards and forms.

Cross-functionally enhances proper communication in related division / department / BU and the operation by supporting to establish the platform of the standards and the overall direction.

Arrange management meeting between VP and division / department / BU heads to establish and review projects, policies, functions and operations by defining the responsibilities and procedures to attain the objectives.

Uses administrative oversight to ensure that associate and accounting records and reports are maintained accurately on schedule.

Analyses, evaluates and presents information of the business situations and economic trends for consideration by other members of management.

Skills

Customer (Guest) and Personal Service : Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Administration and Management : Basic Knowledge of business and management principles involved in resource allocation, production methods, and coordination of people and resources.

Sales and Marketing, Strategic Planning : Basic knowledge of principles and methods for promoting, and selling products or services. This includes basic marketing strategy and techniques, product demonstration and after sales control systems.

Financial and Accounting : Basic knowledge of Accounting and Financial principles and procedures.

English Language : Advanced knowledge of the English language. Knowledge of other language is an advantage.

Minimum 3 years’ experience in Strategic Planning & business support with top management

Ability to read, analyze and interpret common scientific and technical journals, financial reports and legal documents.

Understanding the implications of new information for both current and future problem-solving and decision-making.

Job requires accepting criticism and dealing calmly and effectively with high stress situations.

Ability to apply advanced mathematical concepts, mathematical operations to such tasks as analysis of variance and factor analysis. Interpret an extensive variety of technical instructions in mathematical or diagram form with several abstract and concrete variables.

Job requires the knowledge in worksheets, word processing, presentation and database management.

Ability to define problems, collect data, establish facts and draw valid conclusions; Ability to respond to common inquiries and complaints from customers, regulatory agencies or members of the business community.

The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

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