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Groupe Kering Logo Groupe Kering · Office Administration

Admin Officer

China, Shanghai · Job Posted April 23, 2026
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Job Responsibility

  • Routine Administration Work: Meeting room booking, receiving job candidate before interview, preparing payment invoice to finance department, filing
  • Handling incoming correspondences and courier arrangement
  • Monitor on office stationery status
  • Daily office miscellaneous works, like drinking water, plant ordering and payment
  • Prepare access card, name card and necessities for new join staff. Collect back access card, etc. of leaving staff
  • Draft and send announcement email on all administrative related topic to inform employee on any updates
  • Travel management: Monitor the travel booking to secure optimal solution both in convenience and cost according to travel policy
  • Facilitate monthly closing of travel related cost by checking invoice, cost center, and timely submission to finance for payment
  • Regular agreement review with contract hotel, and process the new contract price on booking channel
  • Reception work: Receiving of visitors at the reception, with careful registration of visitors
  • Taking care of incoming calls, transferring the calls to right person
  • Extension number management to secure right allocation and usage
  • Office equipment and furniture procurement management: Coordinate with the service provider to install phone, fax and lines for office
  • Negotiate best rate and service with the suppliers and contractors
  • Support office maintenance and decoration on real-time needs during different season and festivals
  • IP, conference call, mobile phone monthly bill checking and payment closing with Finance
  • Office housekeeping: Monitor office environment and facilities hygiene
  • Review the performance of the sub-contractors on the daily cleaning service in order to ensure the office is in a tidy condition
  • Scheduled periodical carpet cleaning and pest control for the company
  • Closely monitor the supplies for the pantry and office
  • HR operations: Support HRBP to maintain regular HR report
  • Manage the visa and immigration process and support office employees with business trip arrangements
  • Support on other work or project: Staff activities, festival celebration and annual dinner
  • Support on Admin budget & cost control
  • Support to prepare monthly admin cost report, attendance punching report
  • Other ad hoc task assigned by line manager

Requirements

  • College degree, minimum of 4 years' administrative relevant experience
  • Passionate on the job and the industry
  • Always be cordial and friendly to others
  • Demonstrate effective communication skills and ability to work well with others
  • Detail-oriented, resourceful with good initiative
  • Hardworking, down to earth and highly self-motivated with result driven
  • Good computer skills
  • Fluent spoken and written in English
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