Manages daily office operations, facilities, procurement, vendors, HR administration, recruitment support, finance coordination, customer and sales support, order processing, CRM and ERP systems, logistics coordination, and business process improvement for a multinational office.
What is this position about?
ESSENTIAL JOB FUNCTIONS
Office Administration & HR
ESSENTIAL JOB FUNCTIONS
Office Administration & HR
- Oversee the daily operations of the office, including procurement, vendor management, office environment and facilities management, contract and document administration, travel arrangements, and internal meeting coordination.
- Manage office facilities and assets, including office supplies, equipment maintenance, leasing arrangements, insurance, licenses, office renovation, relocation projects, and lease renewals.
- Support the full recruitment process, including job posting, CV screening, interview coordination, and candidate communication.
- Assist in organizing company events, employee engagement activities, and corporate culture initiatives
- Support the development, implementation, and maintenance of HR policies, procedures, and platforms in compliance with company policies and applicable regulations.
- Liaise with internal and external stakeholders and provide support for various ad hoc projects, assignments, and operational matters.
Finance
- Handle bank transactions, reconciliations, invoice verification, petty cash, and expense reimbursements
- Process employee expense claims and business travel reimbursements, and maintain related financial records and journals.
- Support budgeting and act as the key liaison with accountants, auditors, and finance service providers.
- Coordinate communication between the Austrian headquarters and local finance partners.
- Maintain financial documentation and ensure compliance with company policies.
Customer & Sales Support
- Support customers and sales partners with quotations, tenders, order processing, and payment follow-up.
- Review and track sales/service orders to ensure accuracy and customer satisfaction.
- Work closely with Area Sales Managers on sales operations and business process improvements.
- Support the entire sales cycle by managing sales opportunities, responding to internal inquiries, and assisting with lead generation activities.
- Maintain and utilize Microsoft Dynamics 365 CRM, Dynamics 365 Finance & Operations (FO), and Power BI systems effectively.
- Serve as the primary point of contact for order-related customer inquiries via email, phone, and online communication channels.
- Coordinate with logistics and freight service providers, resolve transportation and customs-related issues, and maintain communication with couriers, freight forwarders, and customs authorities.
- Provide regular updates on order status and business progress, and support regional and global sales support functions when required.
What We Are Looking For
KNOWLEDGE, SKILLS AND ABILITIES
- Bachelor's degree or above in Business Administration, Human Resources, Finance, or a related discipline.
- Minimum 10 years of experience in multinational companies with a combination of office administration, human resources, finance coordination, and sales support responsibilities.
- Proven ability to independently manage and support the operations of a small-scale China office (approximately 10-15 employees).
- Excellent written and spoken English and Chinese communication skills.
- Demonstrate strong ownership and independent management capabilities, with the ability to take full responsibility for office operations.
- Proactively identify problems and drive solutions with minimal supervision.
- Capable of establishing, optimizing, and continuously improving business processes and operational workflows.
- Strong execution skills with the ability to deliver results effectively and efficiently.
- Able to manage multiple priorities and perform well with limited resources.
- Excellent organizational, coordination, time management, and stakeholder management skills.
- Able to work under pressure,竹igh attention to detail, accountability, and execution capability.
- Hands-on experience with Microsoft Dynamics 365 CRM and Dynamics 365 Finance & Operations (FO) is a strong advantage.
- Proficiency in Microsoft Office applications, including Excel, Word, and PowerPoint.
This is not an exhaustive list of all duties and responsibilities. OMICRON reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.
What makes us a great place to work?
What makes us a great place to work?
- A unique organizational culture based on trust, personal freedom and individual responsibility
- A work environment with a strong focus on sustainability, diversity and flexible time management
- State-of-the-art infrastructure and professional teams who enjoy their work
- A creative and international environment in which innovative ideas are valued
- A free lunch and many other benefits for your work/life balance
OMICRON Power Technologies Consulting (Shanghai) Co., Ltd.
Human Resources
At OMICRON, you’ll work in an environment shaped by trust and openness. We believe that our teams perform at their best when people feel valued, heard and empowered to contribute their ideas. We actively welcome different perspectives and embrace diversity, because it strengthens how we think, collaborate and innovate.
Since 1984, we have been developing testing, diagnostic, monitoring and cybersecurity solutions that help keep energy systems safe, secure and reliable – today used in more than 170 countries worldwide. What connects our teams globally is a shared sense of responsibility: for our work, our customers and each other.
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