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Operational Assistant [Shanghai - Internship]

Posted in HR & Administration on January 14th 2020
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Operational Assistant

[Shanghai - Internship]

About ITC

ITC empowers the most ambitious brands on their digital transformation in China and across other Asian markets. With a team of 80 experts in three countries. ITC leverages Martech, e-commerce and omnichannel solutions to maximize the client’s  ROI.

What You Will Get Out of This Position

You will work side by side with some of the most influential minds in entrepreneurship.  You will get great mentoring and a chance to practice in order to enhance your skills with the latest and strongest administration approach :

  • You will have a direct impact on the growth of the company

  • You will ensure the stability of the company in terms of values by only bringing in people with perfect value alignment with the company   

  • Be part of the exceptional journey of the agency who will become the leader in APAC 

  • Interact directly with the different line managers and gain a strong confidence

  • Improve the way you can influence and recruit people

  • Get knowledge and technical skills about how to build digital experiences

Responsibilities

  • Shadow and assist the Operation in diversified functions to accomplish the best outcomes.

Administration:

  • In charge of reception area: represent a decent image of the company, including welcoming guests and clients, preparing the meeting room, arranging the front area as professional, beautiful and clean as possible

  • Be the call operator: answer and transfer calls as well as take notes for important messages

  • Manage the mail/express, employee office access, visitors and shared working space

  • Take care of daily F&B menu for everyone

  • Process Employee Work Permit and Visa Affairs for foreign employees

  • Be responsible for business trip arrangement including booking,  scheduling and arranging logistic

  • Support in carrying out company external outing, routine sports day, company trips and so on

  • Set up and support in organizing company internal gathering and events, including Friday announcement section, culture week and many more

  • On-boarding new staff by preparing the working space, equipment, and onboarding kits

  • Off-boarding resigned staff following company policy and preparing thank you gifts.

  • Take care of employee anniversaries and birthdays

  • Be responsible for office purchase-including stationery, water, business cards, and team activities supplies.

HR Support:

Recruitment:

  • Support in candidate screening and interview arrangement

  • Support the logistics and arrangement for the job fair, career fair

  • Present as an ITC ambassador at the event

C&B:

  • Check the attendance of intern and collect timesheet on time

  • Support in preparing the training materials and facilitation

  • Support in collecting training needs & satisfaction feedback

Engagement: 

  • Coordinate with engagement project’s leader to carry out team-building activities within employees

  • Always be ready to tackle and back-up during colleagues' absence.

Finance Support:

  • Assist the Board of Directors in Finance related tasks and act as a secretary in case

  • Work closely with Finance Specialist, Admin team and Client Services team to bring the best of the following but not limited to:

    • Fapiao management including issuance and collection

    • Bookkeeping of payment tracking and forecasting

    • Informing and recording payments from clients

    • Dealing  with bank and tax bureau affairs if necessary

    • Preparing invoice and contract related to the finance process

    • Managing routine expense reimbursements

    • Handling system input/validation related to Finance work: Odoo, Xero

    • Involved in the  improvement of financial management system & procedure

    • Responsible for updating the stakeholders of the  finance information and data during the weekly meeting

    • Take minutes for the finance related matter

    • Keep  good relationship and collaboration with other colleagues across the offices/countries to have the best communication, understanding and streamline of the finance process and quality

  • Translate information/documents  to English/Chinese language

  • Draft/Scan/Copy/Store/Arrange files as required

  • Other mission assigned by cases

The work scope will be evolved based on the working ability, operation needs and learning curve with million of missions are waiting.

Requirements

Must have 

  • Able to commit 5 days per week in at least 03 months or even longer depending on your availability and willing to grow with ITC for full-time employment in the future

  • Flexible to change your role in three different functions and cooperate with each leader closely to bring out the best support

  • Education & Experience:

    • Last year students or fresh graduate majoring in Business Administration/HR/Finance

    • Fluent in English communication (writing and speaking)

    • Proficient in using Excel and Google Drive

  • Personal values:

    • Can do mindset

    • Always passionately engaging in FN, HR & Admin responsibilities

    • A warm-hearted person who really cares about the team

    • A fast learner who can quickly adapt to all the procedures

    • A sense of urgency and multi-task resolving

    • Ability to work both independently and in a team to provide creative and innovative solutions against challenges

    • Excellent skills in organization, collaboration, and communication

    • Careful and detail-oriented

    • A creative, enthusiastic person with the desire to learn about Trade

    • Live the values of ITC: Quality, Integrity, Teamwork, People first, Innovation, Accountability 

The Package

  • Competitive allowance, you’ll love it

  • Multicultural team (14+ nationalities), non-stop parties, sharing, learning

  • Fun and dynamic team with great ambition, always fight for the same goal

  • Lovely office with modern facilities

  • Say NO to the dress code. We don’t judge your performance by the looks

  • Pantry area with snacks drinks available all the time

  • Chance to get hired and be an epic warrior of the team after internship 


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