Administrative Staff

Job Summary

Coordinate visa applications, expense settlements, labor affairs, administrative logistics, dormitory management, and employee certification and training to support smooth project operations and compliance.

Responsibilities

• Coordinate visa application processes by liaising with visa agencies, reviewing documents, tracking progress, and managing cost reimbursement requests
• Classify and calculate monthly project subcontracting costs including management fees and payroll outsourcing
• Verify invoices, submit payment requests, and maintain accurate expense ledgers
• Collaborate with project teams to calculate labor payroll and manage labor contract signing, amendments, and archiving
• Handle onboarding and offboarding documentation and formalities for employees and laborers
• Oversee rental housing management including contract review, renewal, and rent applications related to projects
• Process routine administrative expense declarations and reimbursements efficiently
• Coordinate labor dormitory check-in, check-out, room assignments, and monitor safety compliance and entry/exit order
• Verify and settle dormitory utility and service bills accurately
• Organize and schedule employee and laborer course registrations and maintain a certificate validity tracking system to ensure timely renewals
• Manage and coordinate other routine office administrative tasks to support operational effectiveness

Preferred competencies and qualifications

• Associate's or Bachelor's degree in Business Administration, Management, or related field preferred
• Experience preferred
• Experience in project coordination or multi-site operations is a plus
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software
• Strong written and verbal communication skills in English and Chinese (or as specified)
• Excellent organizational and time-management skills with strong attention to detail
• Ability to multitask and prioritize effectively in fast-paced environments
• Strong problem-solving skills and a proactive attitude
• Basic financial literacy for expense tracking and invoice verification
• Familiarity with visa application processes and labor contract management