Office Administration Manager

Job Title: Office Administration Manager Job Purpose: Responsible for office operations, HR foundational activities, procurement coordination, and internal/external communication for the R&D Center and factory in Romania. In the early stage, also provides coordinated support for factory construction-related vendor liaison and logistics. For specialized matters, serves as the point for coordination and process follow-up, without replacing professional finance, IT, engineering, or production functions. Reporting & Coordination: Daily management: reports to Romania Local Lead. Internal coordination: liaises with China HQ (Admin, HR, Finance, IT, Engineering, etc.). External coordination: interfaces with local property management, vendors, accounting firms, and service providers.

Key Responsibilities
Office Operations & Administration Oversee office leasing, property management, space planning, and environment maintenance. Manage office equipment and supplies procurement, inventory tracking, and record-keeping. Handle correspondence, document archiving, meeting arrangements, and business reception. HR Support Support HQ HR in local recruitment, onboarding, offboarding, and personnel record maintenance. Assist with attendance, leave management, and employee relations administration. Support employee engagement, team activities, and cross-cultural initiatives. Implement HQ HR policies locally and provide execution feedback. Procurement & Vendor Management Support procurement of general materials for R&D and office needs; manage Farnell and other purchasing accounts; track orders and deliveries. Interface with local vendors for price comparison, order placement, delivery coordination, and feedback. Maintain vendor information records. Finance & Compliance Support Coordinate with HQ Finance and local accounting firms to collect and transmit invoices, contracts, payment applications, and reimbursement forms. Follow up on procurement documentation and contract filing to ensure completeness. Does not perform professional accounting, tax, or legal judgment. HQ & Cross-Departmental Liaison Serve as local contact window for HQ functional departments; handle documentation, process follow-up, and meeting coordination. Assist HQ IT with basic IT support needs, including network access and system permissions. Report local execution discrepancies and issues to HQ in a timely manner. Factory Construction & Operations Support Support the engineering team with administrative coordination, documentation flow, logistics, and vendor liaison during construction. Post-trial-run, assist with basic administrative services, logistics coordination, and administrative procurement follow-up. Escalate production, engineering, safety, and quality issues to corresponding departments and facilitate coordination. Role Boundaries Primary focus: office administration, HR foundational activities, procurement & logistics, and coordination. Does not assume professional finance, IT, engineering, or production management responsibilities. During construction, provides administrative coordination and local support only; does not substitute for project management. Specific scope is dynamically adjusted based on company arrangements and team size. Qualifications Bachelor's degree or above, preferably in Administration, HR, Business, Languages, Finance, or related fields. 2+ years of experience in corporate administration, office management, HR support, or procurement in Romania. Experience in foreign-invested or manufacturing enterprises is a plus. Proficient in office administration, HR foundational tasks, procurement execution, and vendor communication; basic financial document processing capability. Fluent in English (written and spoken) , capable of handling daily correspondence, meeting minutes, and basic translation. Mandarin Chinese is a plus, given regular coordination with China HQ. Romanian language skills are also a plus. Detail-oriented, strong sense of responsibility, with good planning and multi-tasking abilities. Proficient in MS Office. Adaptable to diversified and dynamically evolving work scope during the start-up and construction phases.