Reception

- Answer incoming phone calls or manage the switchboard

- Receive visitors and inform the related staff to meet the visitors in time

- Handling all in/out coming mails including express mail, EMS, regular mail and record express registration every day

- Contact with the property company closely to ensure the office facilities operate smoothly

- Be responsible for purchasing and distributing office stationery and check the inventory at regular time

- Manage meeting room booking system in the company and teach employees how to use the online system to book the meeting room

- Other routine, such as booking hotels, printing business card for staff, playing welcome board and company videos and etc.

Administration

- Archiving administration documents including contract, hotel agreement, quotation sheet and so on

- Assist Admin. Officer to coordinate with air ticket agent about complaints and maintain employees information

- Assist Admin. Officer to apply visa for employees, prepare invitation letter for TOTAL foreign guests

- Be responsible for HR & Administration department's PO process in SAP system, including TLC Shanghai, Guangzhou and Beijing Office Expense

- Assist C&B team to collect the Medical Insurance Claim Form & return the rejected ones to employees

- Other temporary works, such as maintaining vendor information sheet, updating contact list timely