Administrative Assistant Office Manager

Contenido de trabajo

Job Title: Administrative Assistant & Office Manager

Department: Administration

Reporting To: Managing Partner

Location: Xindian, New Taipei City

Working for Suntek is not for the faint of heart. Our company, Suntek Global Technologies, is willing to take the hard road to turn our client’s inspiring, meaningful and challenging ideas into products that move the world. As such we have gained a reputation for accepting and delivering difficult B2B projects that other firms are scared to take on.

Suntek Global is recognized internationally for the bespoke products we produce and we work with well-known brands in North America and Europe. With a packed order book and forecasted expansion, we are looking for an experienced Office Manager to work directly with the company management. You will be a central pillar to our business and your work will be essential for delivering our growth plans over the coming 5 years.

This role, like all of our roles, is not easy or repetitive. It is highly challenging and very fulfilling. To be successful in this role you need to be an enthusiastic, flexible problem solver, continually reviewing how processes can be improved and proactively proposing your improvements to the partners.

Profile

As a Suntek Office Manager, you will possess the following skills to be effective at your role:

+ Communication: You are clear and articulate when communicating in both English and Chinese.

+ A Natural Problem Solver: All members of our team are expected to think through their challenges to identify practical, implementable solutions for the business.

+ Efficient: You clearly understand how your actions will impact the business’s success and can effectively prioritize your time to ensure business priorities are met.

+ Trustworthy: This role requires handling of sensitive company information requiring you to possess integrity and discretion in your daily activities.

Responsibilities & Priorities

+ Serve as the point person for office management and administrative duties including office maintenance, inventory management, supplier and customer coordination and general program coordination activities.

+ Support the Partners by reducing their level of administrative activity which may include prioritizing emails and reports in line with deadlines, compiling dictated communications, writing meeting minutes, basic translation, preparing expense reports etc…

+ Organize and schedule meetings and appointments keeping the partners’ calendars prioritized and up to date. Always be a friendly and welcoming presence for all callers and visitors.

+ Develop and maintain Suntek filing and ERP systems to ensure efficient management of office supplies, office equipment and project hardware.

+ Ownership of domestic and global mailing as well as product shipments.

+ Ownership of invoicing, on time bill payments, running errands and shopping.

+ Write and distribute email, correspondence memos, letters, faxes and forms.

+ Track, organize and assist in the preparation of regularly scheduled reports.

+ Act as the point of contact for clients and suppliers, maintaining an up to date contacts database for all Suntek employees to utilize.

+ Assist colleagues by supporting their onboarding activities and addressing their queries regarding office management issues (e.g. stationery, Hardware and travel arrangements).

+ Liaise with facility management vendors, including cleaning, catering and security services.

+ Book travel arrangements.

Essential Requirements

+ Proven experience as an Office manager or Administrative Assistant

+ Knowledge of office management systems and procedures

+ Working knowledge of office equipment, like printers and fax machines

+ Proficiency in MS Office (MS Word, Excel and MS PowerPoint, in particular)

+ Excellent time management skills and ability to multi-task and prioritize work

+ Attention to detail and problem solving skills

+ Excellent written and verbal communication skills both in English and Chinese

+ Strong organizational and planning skills in a fast-paced environment

+ High School degree

Additional Desired Skills

+ Qualification as an Administrative assistant or Secretary will be a plus

+ Working knowledge of a Windows based MRP/ ERP system such as SAP or SAGE.