小米Office Administrator, Japan

Document design, layout and management Support the proposal management process, including checking the quality of deliverables, carefully reviewing and editing documents Participate in regular Bid cadence/review meetings Use appropriate templates to help prepare documents compliant with customer requirements Actively participate in strategic projects and continuous improvement programs Communication Skills Help craft SAP general responses based on information provided Review documents to ensure consistency with SAP branding and One Voice Arrange content logically for ease of comprehension Develop messages and rewrite texts for better understanding Conduct content, spelling, grammar and formatting checks Project Support Actively search and support knowledge repositories through contributions when necessary Support the development of customer collateral deliverables Maintain accurate records of activities related to the proposal process Customer Centric Approach Help connect customers based on needs and interests Actively seek ways to improve offerings for customers internally and externally – and proactively suggest them

Job Responsibilities: 1. Proactively identify and report office-related issues, working closely with vendors to resolve them; 2. Collaborate with the Headquarter team to implement welfare and cultural activities; 3. Procure and manage office supplies; 4. Coordinate itinerary bookings and manage expenses for business trips; 5. Perform other ad-hoc tasks required to ensure smooth office operations.

Key Responsibilities: 1. Maintaining Daily Office Operations - Oversee the daily functioning of the office to ensure smooth and efficient operations. - Monitor office maintenance, cleanliness, and organization, coordinating with vendors for any repairs or facility needs. - Serve as the primary point of contact for all office-related issues and queries, ensuring a quick and efficient resolution. - Handle scheduling for common office spaces and meeting rooms to ensure optimal usage. - Maintain a filing system for office documents, both physical and digital, ensuring ease of access and confidentiality. 2. Managing Office Procurement Tasks - Manage and oversee the procurement of office supplies, ensuring that stock levels are regularly reviewed and replenished. - Maintain relationships with office supply vendors, negotiating pricing and ensuring timely delivery of items. - Track the usage of office supplies and create reports to help control costs and optimize inventory management. - Coordinate with internal departments to understand procurement needs and ensure appropriate materials are ordered. 3. Expense Reimbursement Management - Maintain a detailed record of all expense reports. 4. Managing Office Letters and Packages - Receive, sort, and distribute all incoming mail and packages to the appropriate departments or employees. - Ensure the correct handling of sensitive and confidential documents (e.g., legal or financial correspondence). - Coordinate outgoing mail, ensuring timely dispatch of documents and packages, including international shipments. - Maintain a system for tracking incoming and outgoing mail to ensure no important documents are missed. 5. Organizing Team Building Activities - Plan and organize team-building activities or events to foster positive relationships and enhance teamwork among employees. - Research and coordinate external vendors, venues, and activities that align with company goals and employee interests. - Handle all logistics for team-building events, including booking transportation, venues, catering, and coordinating event timelines. - Manage event budgets and ensure activities are within the approved budget, handling payments and receipts. 6. Managing Employee Accommodation Reservations - Coordinate employee accommodation and travel arrangements for business trips, relocations, or temporary assignments. - Book hotels, flights, and other travel accommodations if any, ensuring that they meet the company's travel policy and budget constraints (normally all employees can book by themselves), only need to handle special requests for accommodations. - Provide employees with necessary travel documents, itineraries and booking confirmation etc. 7. Additional Administrative Tasks - Assist the CM (Country Manager) or Admin Head with various administrative tasks as needed, including scheduling meetings, preparing reports, or making data compilations. - Handle other miscellaneous tasks, such as managing office budgets, coordinating company events, and liaising with external vendors and clients. - Perform any other ad-hoc administrative duties as assigned by the CM or Admin Head.

- The candidate will be responsible for administrative and secretarial work in one or more work areas, including but not limited to: utility bill payment, office equipment management, vehicle management, office supplies and IT equipment inventory and maintenance, invoice registration and collection, receipt and delivery services, attendance management, etc. - Assist the Administration Manager to manage accommodation, supplier management, travel management and visa application. - Writing, updating and executing contracts related to administrative matters in English and Turkish; - Responsible for assisting the administration manager in organizing team building activities - Responsible for regular annual vehicle inspection, tire change and other services; - Other temporary assigned work