Administrative Affairs Specialist

The Administrative Affairs Specialist is responsible for ensuring the smooth operation of the office and supporting service engineers. This role includes managing safety equipment and PPE, overseeing company vehicle maintenance, handling various office administrative tasks, assisting the Service Director with documentation and report preparation, and ensuring the timely execution of tasks. The ideal candidate will be detail-oriented, organized, and capable of multitasking in a fast-paced environment. Key Responsibilities: Document Management & Data Analysis: Assist the Service Director in drafting, organizing, and archiving various documents, reports, and emails to ensure accuracy and completeness. Collect, organize, and analyze business data, preparing relevant reports to support decision-making. Develop high-quality PowerPoint presentations, ensuring clear and visually appealing delivery of information. Safety Equipment and PPE Management: Prepare, purchase, and monitor safety equipment and Personal Protective Equipment (PPE) for service engineers, including safety boots and helmets. Ensure all safety equipment and PPE are up to date and comply with safety standards. Maintain inventory and order replacements as needed. Company Vehicle Management: Monitor and schedule company vehicle maintenance, servicing, insurance, and road tax renewal. Compare prices among insurance agents and vehicle service providers to secure the best rates. Track and record daily mileage and petrol usage, updating the tracking list regularly. Office Administration and Management: Handle office utility bills, including Wi-Fi, Coway, and other utilities. Schedule regular maintenance services for air conditioning, Coway water machines, pest control, and fire extinguishers. Liaise with the landlord for rental and contract renewals and manage office insurance. Welcome guests and manage hotel bookings and transportation arrangements for employees visiting from the China HQ. Perform general office tasks such as managing stationery, pantry supplies, and copier machines. Work Progress Supervision & Task Completion Monitoring: Track the execution of various tasks, regularly report project progress, and ensure timely task completion. Oversee the implementation of assigned tasks, ensuring departments execute according to requirements and resolve any issues. Order System Operation & Support: Responsible for order system entry, updates, and maintenance, ensuring data accuracy. Extract key data from systems and conduct basic analysis to support business optimization. General Office Duties: Maintain a clean and organized office environment. Support office staff with administrative tasks as needed. Ensure compliance with company policies and procedures. Assist with other duties as assigned by management. Job Requirements: Education: Diploma or higher in Business Administration, Mechanical Engineering, or a related field preferred. Experience: At least 2 years of experience in an administrative or assistant role; experience in the service industry is a plus. Skills: Proficient in office software (Excel, Word, PowerPoint, etc.), with strong data analysis and presentation skills. Strong communication, organizational, and execution skills to efficiently drive task completion. Highly responsible, detail-oriented, and able to work under pressure in a fast-paced environment. Experience with order management systems such as ERP or SAP is a plus. Strong organizational and time management skills, with the ability to multitask and prioritize effectively. Excellent communication and interpersonal abilities. Knowledge of safety standards and vehicle maintenance is an advantage. Mandarin speaking is preferred.