Department: A-FTA/OC

Location is Caohejing office 上海市徐汇区田州路99号新安大厦




Objective of Position

Support controlling & contracting team in document control and report preparation

Secretarial support A-FTA/S team leaders and team activities

Administration activities for A-FTA (Engineering and Technical Expertise Asia Pacific)




Task Description:

• Controlling & contracting support
• Reporting of travel pan and actual
• Travel plan: preparing planning list as per approval emails, checking with travelers whether it is related to services or internal activities
• Travel actual: Verify Amex’s flight list and notify BCH FA; track actual travel cost booked with the travel plan;
• New employee database maintenance in timesheet system
• Contract & SO document management
• Documents dispatch for signature, scan signed papers, and filing for both paper & e-version
• Secretarial support
• Support A-FTA/S, A-FTA/OB, A-FTA/OC team leaders
• Manage travel arrangement including visa application
• On boarding support for the new employees not related to the authorization requests
• Logistics arrangement for event/workshop & book meals
• Administration
• Purchase requisition and goods receipt upon request of other teams

1. Purchase requisition in SAP

• PR for dept general procurement including lunch box, training, A-FTA information meeting, software and car rental etc.
• PR for Inspection from Rao Guang Bin’s team
• PR for Some EP from Contracting team

2. SAP Goods receipt for all above-mentioned PRs; SAP goods return or repair (if quality issues)

3. Follow up PR

• Push PO creation and inform procurement to block PO after service completion or goods receipt.
• Interface mgt: connect the responsible users, i.e. for overseas PO for non-trade service for tax to collect the related documents for tax filling, remind requestor based on work cycle notification
• Company mobile phone and 4G card (Preparing mobile phone name list and bill report based on information from Admin.)
• Manage department stationary and maintain PR/GR



Qualification Required for the Position:

• Education: bachelor / university graduated (preferred if applicant has Finance background)
• Working Experience: 1 years or above in secretarial or administration
• Technical & Professional Knowledge: good computer skill especially in Excel (preferred if applicant is familiar with PowerBI), SAP, smooth English in both oral and written

职能类别： 经理助理/秘书

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