Senior General Affair (manufacturing company)

As a Senior General Affairs Specialist, your role will be to maintain high standards of comprehensive general affairs functions and office management operations. You will oversee various aspects, including catering services, office cleaning, shuttle bus transportation, landscaping, and office supplies. Additionally, you will be responsible for ensuring seamless welcoming and coordination of meetings, events, and travel arrangements for visitors at all levels of seniority. Managing business travel arrangements for employees, supervising administrative activities and outsourcing services, collaborating with stakeholders, providing assistance to the executive team, and proposing improvement initiatives will also be key aspects of your role. Your objective will be to uphold exceptional general affairs operations, enhance the employee experience, and ensure a well-organized and welcoming work environment.

Key Responsibilities:

1. Comprehensive General Affairs Functions and Office Management:
- Maintain high standards of general affairs functions, ensuring smooth operations and adherence to established policies and procedures.
- Oversee and manage various areas, such as catering services, office cleaning, shuttle bus transportation, landscaping, and office supplies.
- Collaborate with vendors and service providers to ensure top-quality performance and address any issues or concerns.
- Continuously evaluate and improve general affairs operations to enhance efficiency and cost-effectiveness.

2. Welcoming and Coordination of Meetings, Events, and Travel Arrangements:
- Ensure seamless welcoming and coordination of meetings, events, and travel arrangements for visitors at all levels of seniority.
- Coordinate logistics, including scheduling, room setup, audiovisual equipment, and catering, to facilitate successful meetings and events.
- Liaise with internal stakeholders and external vendors to ensure all arrangements are well-coordinated and meet the needs of participants.
- Provide professional and attentive support to visitors, addressing their inquiries and needs promptly and courteously.

3. Business Travel Management:
- Manage business travel arrangements for employees, including hotel bookings, visa applications, air tickets, and ground transportation.
- Ensure travel arrangements are made with professionalism and punctuality, considering employee preferences and travel policies.
- Liaise with travel agencies, hotels, and other service providers to secure preferred rates and services.
- Provide guidance and support to employees regarding travel-related inquiries and requirements.

4. Supervision of Administrative Activities and Outsourcing Services:
- Supervise administrative activities to ensure smooth operations, adherence to processes, and timely completion of tasks.
- Oversee outsourcing services, such as maintenance, security, and cleaning, to ensure top-quality performance and adherence to service level agreements.
- Monitor vendor performance, address any issues or concerns, and initiate corrective actions as necessary.
- Collaborate with internal departments to optimize administrative processes and ensure efficient cross-functional coordination.

5. Collaboration and Assistance:
- Collaborate with other stakeholders, such as HR, IT, Finance, and Facilities, to ensure effective and coordinated operations.
- Provide assistance to the executive team by handling administrative tasks, scheduling meetings, and preparing necessary documentation.
- Act as a point of contact for general affairs-related inquiries and provide timely and accurate information.

6. Improvement Initiatives:
- Propose improvement initiatives to enhance general affairs operations and employee experience matters.
- Identify areas for optimization, cost savings, and process improvements.
- Conduct research, gather feedback, and analyze data to support improvement recommendations.
- Implement approved initiatives and monitor their effectiveness.