Administration Specialist

About BYD

Our Purpose is to build a zero-emission future that reconnects humanity with nature. We are looking for talent that connects with this mission and want to create positive impact by joining a diverse and dynamic team.

BYD is a leading, high-tech multinational, based in Shenzhen, China. Operates in four core fields of IT, automotive, new energy, and rail transit and employs over 300,000 people worldwide. As a global pioneer in New Energy Solutions BYD is dedicated to building a zero-emission ecosystem.

Administration Specialist

Job Responsibilities

Administrative Operations

• Manage the daily administrative operations and office management.
• Procure, inventory, and maintain office supplies, office equipment, and fixed assets.
• Maintain the office environment to ensure a clean, safe, and well-organized workplace.

Meeting & Event Coordination

• Manage meeting rooms and coordinate meeting schedules.
• Organize company meetings, training sessions, team-building activities, and various corporate events.
• Coordinate meeting materials, on-site support, and post-meeting follow-up.

Reception & External Relations

• Welcome visitors and provide professional reception services for customers and business partners.
• Coordinate hotels, transportation, catering, and other business hospitality arrangements.
• Liaise with property management, suppliers, and third-party service providers.

Travel Management

• Arrange domestic and international business travel, including flights, hotels, visas, and other travel arrangements.
• Manage travel expenses and related reimbursement processes.

Document & Records Management

• Establish and maintain administrative archives and company document management systems.
• Organize and archive contracts, notices, administrative policies, and other official documents.
• Ensure administrative documents are complete, accurate, and easily accessible.

Vendor Management

• Source, evaluate, and maintain relationships with administrative suppliers.
• Follow up on procurement, payments, and contract implementation.
• Control administrative costs and improve resource utilization.

Employee Support

• Provide daily administrative support to employees.
• Assist with new employee onboarding and office resource allocation.
• Coordinate with IT, facilities, and other support departments to resolve office-related issues.

Other Responsibilities

• Perform other administrative duties and cross-functional coordination tasks assigned by management.

Qualifications

• Bachelor's degree or above; majors in Business Administration, Office Administration, or related fields are preferred.
• 5 years of experience in administration, office management, or general affairs.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
• Excellent organizational, coordination, communication, and execution skills.
• Detail-oriented, responsible, and able to work effectively under pressure.
• Strong service mindset and team spirit.
• Proficient in Chinese, German, and English; fluent English required for most international positions, with some roles also requiring proficiency in the local language.

Core Competencies

• Office Administration
• Vendor Management
• Business Reception
• Meeting Coordination
• Travel Management
• Cost Control
• Document Management
• Cross-functional Communication & Coordination
• Problem Analysis & Resolution
• Multitasking

Location: Offenbach am Main
Type of Employment: Full-Time