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Job Description and Qualifications
Air Products is a thriving Fortune 500 global company that is growing and looking for talented, driven Information Technology professionals to join our team! With over 19,000 employees and operations in over 50 countries, Air Products is committed to its Higher Purpose of bringing people together to collaborate and innovate solutions to the world’s most significant energy and environmental sustainability challenges.
We are excited to share our Digital Technology team is expanding to meet growing business needs across the world. We are making a significant investment in our people and systems to strengthen our digital foundation, drive business optimization and enhance our customer experience. If you are enthusiastic about achieving these goals as well, we would like you to consider joining our team!
POSITION SUMMARY
The Admin Specialist position will be responsible for providing administrative support to the whole Asia Digital Technology team (60+ people) including organizations of Digital Infrastructure Services, Digital Enterprise Systems, Data, Platforms & Transformation, and Digital Strategy & Operations.
This position will be a key figure in the team expected to improve the effectiveness of a busy team by proactively coordinating/prioritizing the activities and events for safety, administrative, employee engagement, travel, requisition, training and communications etc.
PRINCIPAL ACCOUNTABILITIES
- Safety –Manage department BSP (Basic Safety Process) activities and facilitate departmental safety meetings. Organize safety housekeeping and inspections for public workplace and infrastructure inventory/staging rooms. Manage the process of EH&S passport annual renewal for relevant DT (Digital Technology) workforce. Work with office facility & administrative team to resolve safety and facility related issues.
- Calendar & Meeting Management – Schedule meeting appointments and maintain calendars for managers in DT Shanghai Center. Schedule and coordinate large and complex internal/external onsite & virtual meetings and take detailed meeting minutes. Support meeting logistics preparation and setup. Proficient with operating audio and video conferencing devices.
- Travel Management – Manage travel arrangements for managers and employees including visa applications, transportation booking, hotel & restaurant reservation, and group meeting setup. Provide general support to visitors. Prepare and reconcile expense reports for managers.
- Staffing & Employee Engagement Coordination – Coordinate logistical requirements for onboarding new employees, employee transfers and separations. Organize departmental employee engagement activities including different types of teambuilding and employee engagement events, Chinese Annual Party, etc.
- Document Management & Reporting – Maintain various records in spreadsheets/databases, assist in the preparation of regularly scheduled reports, and support data compilation and analysis. Administrate departmental SharePoint site. Handle confidential information and material professionally.
- General Administration Support – Provide administrative support for supply ordering/tracking, Purchase Requisition, invoices/payment, copying, filing, company chop application etc. Assist manager to monitor the compliance of office/HR policies & procedures (e.g. Dress Code, Flexible Work Arrangement, LearnEx training status etc.).
- Digital User Experience – Support regional DT communications and end user training for new enterprise tools and applications (e.g. Zoom conferencing) by following standard change management process. Leverage admin social network for promoting the use of enterprise digital technologies and obtaining end user feedback for continuous improvement of user experience.
MINIMUM REQUIREMENTS AND QUALIFICATIONS
- Bachelor or Associate’s Degree in related field
- Strong organizational skills with the ability to multi-task
- Excellent written and verbal communication skills in Mandarin and English
- Attention to details and problem solving skills
- Excellent time management skills and the ability to prioritize work
- Proficient in office applications including but not limited to Microsoft Outlook, Excel, PowerPoint etc.
- An understanding of Corporate Policies and Procedures is an advantage.
- Accommodate to work outside normal business hours
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