Office Administrator

Job Summary: LiuGong, a leading global construction machinery manufacturer, is seeking an organized and proactive Office Administrator to manage and support the operations of our representative office in Lyon, France. The Office Administrator will be responsible for a wide range of administrative and office management tasks to ensure smooth daily operations and support for our team and the French dealer network.

Key Responsibilities:

Expense Management and Control:

• Oversee and manage office expenses, ensuring cost-effective solutions.
• Maintain accurate records of all financial transactions and prepare monthly expense reports.
• Work closely with the finance department to ensure timely processing of invoices and payments.

Ordering of Office Provisions:

• Manage inventory and order office supplies and provisions as needed.
• Ensure that the office is always stocked with necessary supplies and equipment.
• Establish relationships with vendors and negotiate contracts for office supplies and services.

Sales Administration:

• Provide administrative support to the sales team, including preparing sales reports, maintaining sales records, and responding to customer queries
• Oversee the realization of sales contracts, ensuring all necessary documentation is completed and filed.
• Monitor the status and location of demo machines, coordinating with the sales team for scheduling and logistics.
• Support the Accounts Receivable (AR) Risk Manager by making calls and communicating with dealers regarding outstanding invoices and payments.
• Responsible for coordinating the financial condition of shipment and feedback to S&OP team
• Support salesman by providing the rolling sales forecast and monthly sales plan.
• Coordinate with the dealer, providing the retails and dealer inventory data monthly.

Contract Management:

• Manage contracts related to office operations, including leases, insurance, service agreements, and vendor contracts.
• Ensure that all contracts are up-to-date and compliant with company policies.
• Monitor contract expiration dates and initiate renewals or renegotiations as necessary.

Planning and Payment for Office Utilities:

• Coordinate and manage the planning and payment of office utilities such as electricity, water, internet, and other services.
• Ensure timely payment of utility bills to avoid disruptions in office operations.

Coordination with LGEU Team Members:

• Serve as the primary point of contact for coordinating visits of LGEU team members to dealers in France.
• Facilitate communication and logistical arrangements to ensure successful visits and meetings.
• Provide support for organizing dealer events, training sessions, and other activities.

Office Maintenance:

• Ensure that the office environment is clean, safe, and well-maintained.
• Coordinate with maintenance services for any repairs or improvements needed.
• Manage office layout and ensure optimal space utilization.

IT and Equipment Management:

• Coordinate with IT support for the maintenance and troubleshooting of office equipment and systems.
• Ensure that all office equipment is in working order and arrange for repairs or replacements as needed.

Health and Safety Compliance:

• Ensure that the office complies with all health and safety regulations.
• Conduct regular health and safety checks and maintain records.
• Provide training and information to staff on health and safety procedures.

Event Planning and Coordination:

• Plan and coordinate office events, meetings, and conferences.
• Handle logistics for internal and external events, including catering, venue setup, and equipment.

Support for HR Functions:

• Assist with onboarding new employees and organizing orientation sessions.
• Maintain employee records and support HR administrative tasks