Office Coordinator

Overview & Responsibilities

General Office Administration

• manage activities relating to the office facilities, liaising with the relevant suppliers including ordering departmental supplies and managing office equipment repairs.
• manage transportation, security, lawn, trash disposal & catering
• manage employee facilities (cellphone, air conditioners, delivery, copier etc.)
• manage office stationery, name cards, pantry supplies, printing, domestic and international courier
• manage on-boarding processes for new employee such as e-mail setup, database setup etc
• coordinate company activities and functions
• maintain office seating plans & furniture
• keep the office premises neat, tidy, safe and green
• coordinate all bills and Invoices
• maintain accurate and up-to-date manual & electronic office administrative filing systems
• promote Elliott’s corporate culture, friendly atmosphere, successful intercommunication and team-building
• communicate and coordinate with the landlord on plant leasing issues, including the payments
• deal with the international visitor’s visa and invitation letters
• manage travel arrangements (hotels / airlines / travel agent /cabs / insurances / travel advances, etc.)
• manage annual agreements for best rates with travel vendors
• create and process necessary paperwork and documentation for business & employment visas for travellers and for outside travellers coming in to the country
• support HR issues

GS Sales Support

• support import & export custom clearance
• delivery communication among HQ, EKCL and customers, including packing list & invoice
• order booking and revenue backlog
• create & update CRM & customer's electronic procurement system
• manage logistics for all product lines – service parts, field service & repair business
• coordinate all bills and Invoices for GS sales
• support sales planning and forecasting
• make necessary customer plant visitations as required.
• attend seminars and meetings as required.
• prepare reports as required.
• maintain necessary catalog, price, quotation, supplier, and commodity files.
• use good value concepts and works with all departments to obtain maximum benefits
• response to customer's request for credit rating
• manage materials in external warehouse

Other

• any other job assignments as may be required by the Company, from time to time
• assist FS to apply the work permit from the customers (eg. Training application and collect the required documents for apply the work permit.)

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