Core Responsibilities
1. Office Operations & Administrative Support
- Assist in site research and market surveys for new office locations in Europe; perform contract price comparisons and coordinate internal approval and signing processes for lease agreements.
- Manage daily administrative tasks, including procurement of office supplies, processing monthly rent and utility payments, and maintaining accurate records for expense reimbursements in the system.
- Act as the primary point of contact for property management and external service providers to ensure a safe, organized, and efficient office environment.
- Support the planning and execution of team-building activities and corporate meetings to enhance the overall workplace experience.
2. Fixed Asset Lifecycle Management
- Coordinate procurement needs for fixed assets (IT equipment, furniture, facilities, etc.), manage vendor relationships, and maintain the asset registry/system ledger.
- Conduct periodic asset audits to ensure physical records match the system and comply with company policies and auditing standards.
- Efficiently handle administrative procedures for asset transfers between European countries, as well as disposal, scrap valuation, and recycling.
3. Compliance & Documentation Management
- Maintain digital and physical filing systems for employee records and key administrative documents (e.g., lease agreements, vendor contracts).
- Provide support for local labor compliance, including tracking and sending reminders for key dates such as contract renewals and visa expiries.
- Ensure all administrative workflows align with local regulations and internal corporate policies.
4. Onboarding & Process Support
- Facilitate onboarding procedures for new hires in Europe, including document preparation, system account setup, and logistics.
- Monitor and optimize the onboarding journey to ensure a seamless experience for new employees.
5. General Support
- Execute other comprehensive administrative tasks as assigned and proactively identify ways to support the team’s evolving business needs.
Requirements
- Education: Bachelor’s degree or above in Human Resources, Administrative Management, Business English, International Trade, or a related field.
- Experience: At least 1 year of experience in HR administration, office operations, or corporate support. Outstanding fresh graduates will also be considered.
- Hard Skills: Familiarity with office leasing processes, contract management, cost control, and the fixed asset management lifecycle.
- Language Skills: Native or professional fluency in English (both written and spoken) is mandatory, as you will serve as a bridge between local vendors and the global team.
- Soft Skills: Exceptional attention to detail, strong execution, and the ability to multitask effectively in a fast-paced environment.
- Mindset: Proactive, service-oriented, and a strong team player.
- Work Authorization: Candidates must already possess the legal right to work in the local region. Please note that no visa sponsorship or support for work permits will be provided for this outsourced position.