Administrative Coordinator, Mandarin speaking

Location: Oxford, United Kingdom

Hours: 40 hours per week (Mon-Fri, 9:00-17:30)

Working Scheme: 4 days onsite, 1 day working from home

What You’ll Be Doing:

1. Office Administration:
   • Manage day-to-day office operations to ensure a safe, efficient, and well-organized working environment.
   • Coordinate office supplies, pantry stock, stationery, and other workplace resources.
   • Arrange office lunches, visitor reception, meeting rooms, and hospitality services.
   • Manage company vehicles, including leasing, maintenance, insurance, and related administration.
   • Process daily operational invoices and support expense tracking in accordance with company procedures.
   • Coordinate office and warehouse maintenance, repairs, and facilities management, working closely with landlords and service providers.
   • Support office relocation projects and other workplace initiatives, ensuring minimal disruption to business operations.
2. Administrative Support:
   • Provide administrative support to employees and managers across different departments.
   • Arrange domestic and international business travel, including flights, accommodation, transportation, visa applications, and travel documentation.
   • Coordinate meetings, company events, team-building activities, and external visits.
   • Maintain accurate administrative records, contracts, and filing systems in compliance with company policies.
3. Vendor & Stakeholder Coordination:
   • Liaise with suppliers, contractors, landlords, and external service providers to ensure high-quality and timely service delivery.
   • Build and maintain effective working relationships with external partners and internal stakeholders..
4. IT & Asset Management:
   • Assist with IT asset management, including the ordering, distribution, inventory, and maintenance of IT equipment and office assets.
   • Coordinate with the IT team and external vendors to support office technology needs..
5. Compliance & Other Duties:
   • Ensure administrative processes comply with company policies and relevant local regulations.
   • Provide general support to visitors, new hires, and employees as required.
   • Undertake additional administrative duties and projects assigned by the line manager.

What We Expect From You

• Bachelor’s degree in Business Administration, Management, or a related discipline is preferred.
• 1–2 years of experience in office administration, office coordination, or a similar administrative role.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and a proactive approach to problem-solving.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).
• Experience with travel coordination, facilities management, or event organization would be an advantage.
• Fluent in both English and Mandarin Chinese.
• Please note that GenScript does not provide sponsorship for work visas for this position. Applicants must have the legal right to work in the UK for at least three years and must reside in or within a reasonable commuting distance from Oxford.

Interview Process

1. Online introductory call with our recruiter.
2. Online interview with hiring managers.
3. Final online/onsite interview with the hiring managers and main stakeholders.

The selection process may include a reference check.

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