Job Title: Office Administrator
Location: Beijing, China
Reports To: Manager, HR & Office Administration

SUMMARY:

The Office Administrator is mainly responsible for administrative work of Energy Foundation China (hereafter “EFC”), so as to create and maintain an effective and efficient working environment.

ESSENTIAL DUTIES & RESPONSIBILITIES

1.  Administrative Support

• Manage the front desk, including receiving guest, answering and filtering phone calls, managing couriering service and etc.
• Help book air tickets and hotel, apply visa and arrange accommodations for guests as needed.
• Keep and manage office seals and certificates, following office policies.
• Negotiate and renew office lease and support office expansion as needed.
• Arrange maintenance services on a regular basis and repairing services as needed.
• Manage cleaning service providers and ensure the cleanness and tidiness of the office.
• Support office buildout & retrofit projects.

2. Office Procurement

• Take charge of office daily purchases, including but not limited to office supplies, furniture, equipment, catering/food, books/subscriptions.
• Manage vendors to provide high standard services, and achieve balance of service quality and cost efficiency; keep vendor list up to date.
• Negotiate and renew vendor contracts and update contract list.
• Handle bills and arrange payments to vendors, and keep proper documentations.

3.  Meetings & Events Support

• Take charge of logistics arrangements for office-wide meetings and events, such as organization’s anniversary, funder’s trip, domestic/international conference and office training, including booking meeting venue, arranging meeting facilities/meals/interpreters/transportations and etc.
• Provide logistic supports to team building events, such as outings, annual party, and office lunch, luncheon talk, and so on.

5.  Others

• Undertake additional tasks and responsibilities as assigned by supervisor.
• Back up other colleagues as needed.

This job description reflects the assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Education: Bachelor’s degree and above, preferably in a related field: English, business administration, social work and etc.
• Working experience: Three-year and above working experiences. Employment experiences in office administration and event organization are strongly preferred.
• English level: ability to communicate fluently in both spoken and written English.
• Project management skills: ability to manage projects according to a set of procedures and rules, follow the necessary steps rigorously, with the good understanding of the purpose, scope and timeline of the projects.
• Problem solving skills: ability to use logics to solve simple problems independently, and demonstrate potential to solve complicated problems.
• Communications: ability to communicate with others clearly, listen actively and write with clear logics.

SUCCESS FACTORS:

• Ethical Behavior/Integrity – Demonstrates principled performance and sound ethics, showing consistency among principles, values and behaviors to build trust and credibility internally and externally.
• Mission-driven/Initiative –Inspired by the organization's vision and mission, and take actions with ownership, can-do attitude and proactive mindset.
• Team Spirits – Collaboratively works toward solutions which benefit all involved parties; willingly cooperate with others to accomplish team/organization objectives.

Please email a cover letter and resume (Chinese & English), with the subject line "Application for Office Administrator", to jobs@efchina.org.