HR/Office Assistant [China]

 

Primary Responsibilities:
Responsible for conserving management, project management and business development staff time by providing administrative support with the following:

• Answering and routing telephone calls in the Shanghai office
• Handling mail/package delivery and shipment
• Coordinating Travel/Hotel/Restaurant arrangements per company’s travel policy for visitors, clients and partners; maintain travel schedule for Shanghai office
• Coordinating local procurement and purchasing of office supplies
• Complete the monthly office cash flow report, collect and submit the monthly bills and invoices to accounting company no later than the last 5th working day
• Coordinating departmental events, meetings (internal and external), conferences, trader shows, etc.

Provides high-level HR administrative support for the employee located in the Shanghai office, and will work closely with site management and US/EMEA HR.

Maintains employee confidence and protects operations by

• Keeping human resources information confidential
• Complies with China, including Local, Requirements by
• Establishing policies, procedures, and work schedules
• Enforcing policies and procedures
• Maintaining in-depth knowledge of legal requirements related to day-to-day management of employees, reducing legal risks and ensuring regulatory compliance

Administers benefits by

• Working with external vendor on applicable benefit package options as needed
• Processing monthly benefit billing
• Assisting with leave of absence requests and paperwork
• Updating to the management and HQs on the yearly public holiday schedule in China
• Updating to the management and HQs on local benefits regulation change when it occurs
• Assists with recruitment process by
• Working with Talent Acquisition team for recruitment of open positions
• Processing and reviewing of vendor billing (i.e. agency fees)
• Performs pre-hire tasks for new employees by
• Communicating with Training Coordinator to ensure set up is complete
• Reviewing and following up on all new hire paperwork in a timely manner
• Ensuring pre-employment screening is completed in a timely manner

Maintaining personnel records by

• Working with external vendor and management to update contracts
• Filing applicable paperwork
• Assisting with off-boarding process

Secondary Responsibilities:

Maintains Quality Service and Departmental Standards by

• Reading, understanding and adhering to organizational Standard Operating Procedures (“SOP)
• Assisting in establishing and enforcing departmental standards

Contributes to team effort by

• Exploring new opportunities to add value to organization and departmental processes
• Helping others achieve results
• Performing other duties as assigned

Maintains Technical Knowledge by

• Attending and participating in applicable company sponsored training

Qualifications:

Education:

• Associates/Bachelor’s degree in Administrative management, human resource management or related field preferred

Experience:

• 2-3 years of administrative and/or HR support experience, preferably in an Administrative management or pharmaceutical environment
• Bilingual – Native Chinese speaking and fluent in English
• Customer service experience preferred
• Proficient in MS Office including Word, PowerPoint and Excel

Additional skill set:

• Ability to work in group setting and independently; ability to adjust to changing priorities
• Excellent attention and orientation toward meticulous work; strong organizational skills
• Strong interpersonal and communication skills, both verbal and written
• Ability to exercise discretion and maintain confidentiality
• Ability to exhibit high degree of professionalism when dealing with clients
• Ability to project and maintain a professional and positive attitude
• Responsible for a secondary review on translation of marketing materials

Working conditions:
Travel: 0-15%
Lifting: 0-20 lbs
Other: Computer work for long periods of time

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