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Office Administrator

Job Title: Office Administrator
Beijing, China
Reports To:
Manager, HR & Office Administration


The Office Administrator is mainly responsible for administrative work of Energy Foundation China (hereafter “EFC”), so as to create and maintain an effective and efficient working environment.


1.  Administrative Support

  • Manage the front desk, including receiving guest, answering and filtering phone calls, managing couriering service and etc.
  • Help book air tickets and hotel, apply visa and arrange accommodations for guests as needed.
  • Keep and manage office seals and certificates, following office policies.
  • Negotiate and renew office lease and support office expansion as needed.
  • Arrange maintenance services on a regular basis and repairing services as needed.
  • Manage cleaning service providers and ensure the cleanness and tidiness of the office.
  • Support office buildout & retrofit projects.

2. Office Procurement

  • Take charge of office daily purchases, including but not limited to office supplies, furniture, equipment, catering/food, books/subscriptions.
  • Manage vendors to provide high standard services, and achieve balance of service quality and cost efficiency; keep vendor list up to date.
  • Negotiate and renew vendor contracts and update contract list.
  • Handle bills and arrange payments to vendors, and keep proper documentations.

3.  Meetings & Events Support

  • Take charge of logistics arrangements for office-wide meetings and events, such as organization’s anniversary, funder’s trip, domestic/international conference and office training, including booking meeting venue, arranging meeting facilities/meals/interpreters/transportations and etc.
  • Provide logistic supports to team building events, such as outings, annual party, and office lunch, luncheon talk, and so on.

5.  Others

  • Undertake additional tasks and responsibilities as assigned by supervisor.
  • Back up other colleagues as needed.

This job description reflects the assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.


  • Education: Bachelor’s degree and above, preferably in a related field: English, business administration, social work and etc.
  • Working experience: Three-year and above working experiences. Employment experiences in office administration and event organization are strongly preferred.
  • English level: ability to communicate fluently in both spoken and written English.
  • Project management skills: ability to manage projects according to a set of procedures and rules, follow the necessary steps rigorously, with the good understanding of the purpose, scope and timeline of the projects.
  • Problem solving skills: ability to use logics to solve simple problems independently, and demonstrate potential to solve complicated problems.
  • Communications: ability to communicate with others clearly, listen actively and write with clear logics.


  • Ethical Behavior/Integrity – Demonstrates principled performance and sound ethics, showing consistency among principles, values and behaviors to build trust and credibility internally and externally.
  • Mission-driven/Initiative –Inspired by the organization's vision and mission, and take actions with ownership, can-do attitude and proactive mindset.
  • Team Spirits – Collaboratively works toward solutions which benefit all involved parties; willingly cooperate with others to accomplish team/organization objectives.

Please email a cover letter and resume (Chinese & English), with the subject line "Application for Office Administrator", to


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