Job Description

Daily Studio Administration:

Oversee full studio workplace operations, covering visitor management, office security, office space planning, call handling, daily cleaning, stationery stock, courier coordination, office equipment maintenance, meetings preparations and act as the primary liaison with property management for routine office matters and other general admin requirements.
Act as the primary after-hours contact for security and office emergencies, and resolve all studio health & safety related issues.
Monitor and review expenses from admin vendors for maintenance and stationery, and track relevant budgets.
Assist with office relocation, workstation rearrangement and other space adjustment projects.
Proactively identify workplace pain points and lead optimization projects to create a more comfortable, user-friendly working environment for the studio team.
Assist HR with employee onboarding, offboarding preparation. Update the employee roster timely whenever staff join or leave the company. Fully in charge of residential permit /Hukou applications for local employees, as well as work permits and visas for foreign staff.
Monitor staff daily clock-in records and follow up with employees promptly for any attendance irregularities. Prepare weekly attendance sheets, track overtime hours and compensatory leave balances in accordance with company rules, and submit all required attendance reports to HR /Finance in a timely manner. Escalate attendance anomalies to HR and relevant line managers for follow-up.
Manage end-to-end event logistics for all studio activities, including but not limited to staff engagement events, long service recognition activities, studio parties and business-related events.
Complete other ad-hoc administrative tasks assigned by the Director.

Employee Travel Operations:

Arrange full employee travel logistics: book flights and hotels, prepare materials for business visa applications. Reserve dining venues for client meetings and maintain travel appointment diaries.

Design Project Support:

Track weekly timesheet submissions and send reminders to all staff. Compile monthly timesheet data and notify the Finance team once finalised.
Resolve staff timesheet system issues, coordinate with the UK technical team for troubleshooting when necessary. Deliver timesheet training to teams upon request.
Provide secretarial support to Business Development team, project teams, project leaders and Directors: draft and edit letters, meeting minutes, reports,VO/supplementary agreement, sub-consultancy agreement and contracts; update client contact information in Cito system and shared documents.
Collect and maintain up-to-date client contact lists for ongoing projects in shared folders to support mail delivery and team access.
Support contract filing and bidding proposal preparation, and take charge of tender submission when required.
Create opportunity and live project numbers, set up digital and physical project folders and maintain all related records.
Update resource trackers and invoice logs regularly.
Coordinate document translation work: consolidate and submit materials to translators.
Input project details and work plans into the Cito system, and archive all physical project files properly.
Provide backup administrative support for BD team.

Cross-Department Collaboration.