Assistant Manager, Administration and Office Management, China

EDP Renewables APAC is the main subsidiary of EDP Group, a global leader in the renewable energy sector and one of the world’s largest wind producers. With its headquarters in Singapore, EDP Renewables is the leading sustainable development hub for the Asia Pacific region with activities across nine different markets. Our activities are focused on the design, development, management, and operation of renewable energy sources, namely solar, wind, as well as new technologies such as storage. 

EDP is a global energy group leading the Energy Transition, Innovation and Sustainability. Using the technology of the future, we create solutions highly focused on the needs of our people and our customers, never neglecting our role and contributions to society. To achieve our goals, we aim to attract diverse people with high potential through the professional opportunities we create. 

Join us to be part of a renewable energy leader that reinvests in society through sustainable projects and social as well as cultural causes. You will have the opportunity to actively participate in our global transformation, by changing tomorrow now. 

This role is accountable for: 

1. Managing the office and making it a great place to work 

2. Providing the Country Director with executive administrative support 

3. Assisting with personnel administration matters 

Executive Support to Country Director 

• Calendar & Meeting Support: Manage the Country Director's calendar, schedule appointments, ensure optimal time management and prioritization of business activities Take meeting minutes and follow up on action items. 

• Document Preparation: Prepare, edit, and format documents, presentations, proposals, and reports as and when needed. 

• Project Coordination: Assist the Country Director in coordinating the end-to-end process of business projects, including gathering required documentation, facilitating cross-functional collaboration, and tracking project milestones. 

• Research Support: Conduct market research and gather relevant information to support the decision making from Country Director 

• Travel Arrangements: Coordinate travel logistics for the Country Director's participation in events, meetings, and site visits. 

• Stakeholder Engagement: Build and maintain positive relationships with internal teams, clients, partners, and government agencies involved in business activities, fostering open communication and collaboration. 

• Confidentiality: Handle sensitive information with discretion and maintain a high level of confidentiality in all matters related to business project tenders. 

• Ad Hoc Support: Provide additional administrative and operational support as required to ensure the smooth functioning of the Country Director's office. 

Office Management 

• Facilities Management: Oversee the maintenance, cleanliness, and safety of the office space. Coordinate with vendors and service providers for repairs and maintenance. 

• Space Planning: Plan seating arrangements, workspace allocations, and common areas to enhance collaboration and productivity. 

• Office Supplies: Monitor inventory levels of office supplies and equipment. Coordinate procurement and restocking to ensure continuous availability while managing costs. 

• Budget Management: Monitor expenses related to facilities, supplies, and services, identifying opportunities for cost savings. 

• Health and Safety: Ensuring office environment complies to Workplace Health and Safety guidelines of China. 

• Technology: Collaborate with IT teams to ensure smooth operation of office technology, including computers, printers, and communication systems,  

• Event Coordination: Plan and coordinate office events, meetings, workshops, and conferences.  

• Facilitating travel arrangements where appropriate such as obtaining corporate rates and terms with key hotels.  

Personnel Administration 

• Onboarding & Offboarding:  Manage employee onboarding and offboarding.  

• Documentation: Manage employee personnel files, ensuring hard copies of contracts are updated, stamped, and signed as appropriate.  

• Government Relationship:  Support visa and work permit processes if required. 

• Attendance Management:  Managing relevant databases e.g., leave system. 

• Employee Engagement: Foster a positive office culture by organizing team-building activities, wellness programs, and recognition initiatives. 

Requirement:

Academic Level: Bachelor or Graduate Degree.  

Required Professional experience: 8 years’ work experience in office management or executive support. Experience in personnel administration is an added advantage. 

Specific knowledge: Microsoft Office  

Skills / Competencies:  Attention to detail/ / Initiative / Ability to handle sensitive data with discretion / Good communication skills and Time management / Team Player  

Languages: Proficient in English and Mandarin. Any additional languages would be an advantage. 

About EDP Group: 

As a socially responsible company, we incorporate our values and practices with the principles of Diversity and Inclusion. To achieve all our objectives, we intend to attract, develop and retain different profiles, assuming diversity as a key factor and differentiator of fundamental innovation in our organisation. We welcome and value all people, and we are committed to the inclusion and sense of belonging of each person who is part of the EDP Group.  

What makes us proud as an employer:  

• TOP Employer Europe 2021 certification  

• Bloomberg Gender Equality Index 2021  

• Top Workplaces US 2021  

• Certification in Conciliation (Excellence) by the Más Familia Foundation