Administrative Supervisor

Position Overview

Responsible for overseeing the Administrative Department, reporting directly to the CEO and maintaining direct communication with the company's Chinese headquarters.

The position involves coordinating office support service providers, overseeing ERP entries and transactions, ensuring compliance with the company's internal policies and procedures, managing strategic procurement activities, providing ongoing support to senior management, and coordinating expatriate reception and assistance, business travel arrangements, and high-level meetings.

A Bachelor's degree in Business Administration or a related field is required.

Previous experience working for Chinese companies or institutions will be considered an advantage.

Language Requirements: Fluency in Chinese and Portuguese is mandatory. English proficiency is desirable.

Key Responsibilities- Oversee the company's day-to-day administrative operations, improve administrative policies and procedures, and ensure their effective implementation.

• Coordinate the procurement of office supplies, fixed asset management, maintenance of the office environment, and related expense management.
• Coordinate and supervise facilities management, cleaning, security, and other support services, addressing day-to-day administrative issues.
• Organize company meetings, employee events, and business visits, including venue arrangements, materials, and scheduling.
• Manage the selection and evaluation of administrative service providers, monitor contract performance, and ensure effective control of administrative costs.
• Manage administrative records, corporate licenses and permits, and company seals in accordance with internal policies, ensuring proper approval procedures and usage records.
• Coordinate administrative needs across departments, facilitate cross-functional initiatives, and improve service efficiency.
• Supervise the administrative team, including work allocation, training, and performance management, and carry out other related duties as assigned by management.
• Handle administrative communications in Chinese and Portuguese, provide interpretation during meetings, translate documents, and issue internal communications and notices. Coordinate day-to-day interactions among Chinese- and Portuguese-speaking employees, suppliers, and external service providers.
• Provide ongoing administrative and operational support to the CEO and senior management, including the coordination of expatriate arrivals, accommodation and other related arrangements, as well as business travel and high-level meetings.
• Oversee administrative entries and transactions in the company's ERP system, ensuring accuracy, proper documentation, and compliance with internal procedures.
• Coordinate strategic procurement activities and maintain effective communication with the company's Chinese headquarters on administrative and operational matters.

Qualifications and Requirements- Bachelor's degree or higher, preferably in Business Administration, Administrative Management, or a related field.

• At least three years of relevant professional experience in administrative management or related roles.
• Strong communication, coordination, organizational, execution, and problem-solving skills.
• Proficiency in commonly used office software and ERP systems, as well as basic skills in data analysis, expense monitoring, and business writing.
• Fluency in both Chinese and Portuguese, with the ability to communicate effectively in everyday and business settings, handle business correspondence, and read and draft administrative documents in both languages. Previous experience working in a bilingual Chinese-Portuguese environment is preferred.
• Previous experience working for Chinese companies or institutions will be considered a strong advantage.
• English proficiency is desirable.