Admin Assistant

JOB PURPOSES: 

• Ensure smooth and efficient office operations through expert administrative support and guidance.
• Optimize workflows, maintain accurate records, and ensure compliance with policies and procedures.
• Process payments and record/report matters related to administrative activities.
• Responsible for the full spectrum of administrative operations for the FILA department and supporting company-wide activities as assigned.

PRINCIPAL ACCOUNTABILITIES: 

1. Office Operations Management

Ensure smooth and efficient daily office operations by managing administrative services, office facilities and workplace support functions, including reception, pantry/tea lady, printing and transportation services, maintaining a professional and well-organized working environment.

2. Corporate Administrative Control

Manage and control the use of the company seal and related administrative documentation in compliance with internal policies and governance requirements.

3. Travel & Mobility Coordination

Coordinate business travel arrangements including flight bookings, accommodation and transportation. Support travel-related procedures such as passport, visa and other required documentation.

4. Vendor & Administrative Service Management

Coordinate with external vendors and service providers to ensure quality, timely delivery and cost efficiency of administrative services in alignment with operational requirements.

5. Administrative Cost & Documentation Management

• Monitor administrative expenses in accordance with approved budgets, prepare related reports, ensure proper documentation and coordinate payment processes with the finance team.
• Maintain systematic filing of administrative records and service contracts.

6. Other Duties

Respond promptly to urgent or ad-hoc requests to ensure business continuity and perform other tasks as assigned by the direct manager.

• Minimum with a University/College degree
• At least 01-02 years of working experience in Admin
• Ability to do multi-tasks, attention to details and work in team
• Ability to maintain a high level of discretion and confidentiality
• Ability to work under high pressure
• Strong Problem Solving skills, Customer Services skills
• Strong willingness to learn and to work extra hours
• Proficient in MS office.