南京招聘

职位描述：
The job role is to provide support to the Director of Procurement / GCM as secretary and more broadly coordinate administrational activities and tasks in supporting the Procurement team in Shanghai Office. There will also be procurement projects and development related activities.
To build and maintain excellent business relations within the function and with other key stakeholders & business partners through effective communication & organization.

Coordinating Activities：

? Coordinates and organizes information for Director of Procurement / GCM. Conducts research as necessary in order to provide complete information. Priorities incoming information for Director of Procurement / GCM. Anticipates the needs and requirements and completes as necessary.
? Schedules and manages calendar and travel arrangements for Director of Procurement / GCM.
? Communicates with hotels, support team, other departments, owners, vendors and/or third parties (written and verbal) as required.
? Drafts and/or prepares business correspondence for Director of Procurement / GCM based on minimal information, ensuring the completeness and accuracy of all documents provided.
? Pulls, researches or enters data into spreadsheets and/or databases, including but not limited to team data and project related data for HSM Shanghai team.
? Create, design and prepare reports for Director of Procurement / GCM, drawing together all necessary information and formatting same in a clear and concise manner.
? Creates and develops visual presentations for Director of Procurement / GCM & Team with minimal direction.
? Maintain the Ariba savings tracker / Update Insurance certificate into Ariba for Corporate Office and GCM region and provide support to team members in updating their own records.
? Coordinates department activities such as meetings, conference calls or WebEx sessions. Takes meeting notes if required.
? Coordinates / Organizes Conferences and events as they may occur. Assists with supplier events, workshops and requests for support for events.
? Maintains and update contact lists like Corporate office, hotel PUM, GM and DOF and task lists for Director of Procurement / GCM as necessary.
? Update PUM group list in the outlook monthly.
? Support contract approval signing process in Shanghai Office.
? Coordinates on-boarding activities/ Induction program for new and/or transferring team members.
? Maintains departmental correspondence and files for Director of Procurement / GCM.
? Collect Spending report from the contractor / suppliers
? Monitor Contract (Corporate and umbrella) Expiring Date and set the reminder system

Administrative Activities：
? Acts as liaison between various head offices and support departments and hotels.
? Monitors incoming emails, prioritizing issues and responding to requests in liaison with Director of Procurement / GCM.
? Organizes and prioritizes incoming calls received for Director of Procurement / GCM.
? Updates and maintains HSM China Lobby Page information
? Fields Cold calls, enquiries and emails from external contacts and potential vendors
? Manages Admin of Holiday and Absence for HSM China team
? Assist team in maintenance of Hotel Operating Equipment Lists for all Hotel brands.
? Assists GCM Procurement team with project activities, as agreed in advance with Director of Procurement / GCM.
? Work with HSM GCM team on supplier management initiatives, such as supplier performance rating and records keeping
? Assist HSM GCM team in management of and expediting supplier contracting process
? Prepares expense / reimbursement and medical expense reports for Director of Procurement / GCM.
? Works independently or with a team on special and/or recurring department projects or reporting requirements.
? Completes special projects for HSM China team with minimal supervision.
? Supports other members of HSM team in Shanghai Office
? Organizes and maintains onsite and offsite sample storage and make a record in and out. Keep storage room clean
? Manages Meeting room bookings as required.
? Handles Courier forms and packing items for Dispatch
? Ordering Office Stationary

Supportive Functions

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the Supervisor based upon the particular requirements of the company.
? Any and all other reasonable job duties as assigned.
Key Communication:
? Shanghai regional office – Director of procurement / GC&M
? Hotel level – Purchasing Manager
? External – Supplier and 3rd Parties

Specific Job Knowledge, Skill and Ability

The individual must possess the following knowledge, skills and abilities and be able to perform the essential functions of the job, with or without reasonable accommodation.
? Self-starter, well organized, detail oriented, assertive and willing to take ownership of responsibilities with a high degree of positive energy and drive
? Excellent skills in time management, organization, coordination and communication (written and verbal)
? Capable of diplomatic and poised communication with global executives, owners and guests.
? Capable of handling multiple projects and implement appropriate tracking systems with little supervision
? Completes assignments on time or advises in advance of delays
? Excellent attention to detail
? Able to interact effectively and tactfully with colleagues, business partners and customers
? Ability to access and input information using technology available
? Manages confidential information with complete discretion
? Able to work occasional overtime when faced with critical deadlines
? Ability to carry out occasional travel if required

Required
? Colleague education
? Proven clerical/administrative experience or similar with experience at executive level
? Proficiency in Word, Excel, PowerPoint, Outlook

Preferred
? University diploma or degree, or work experience in lieu thereof. 举报 分享

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