Receptionist & Administration Specialist

The job consists in organizing and warranting a high standard management of Reception in The Shanghai Fashion Training Centre.

The Reception will manage and sort incoming phone calls, welcome guests and perform daily administration tasks.

Reporting hierarchically to: Finance Manager 

Key purpose of the role:

• To manage the storeroom; organize stationery orders and office supplies, and liaise with suppliers to meet business requests
• To students support (if needed, provide them with general information and support), class facilities arrangement, model fitting arrangements, tutor request support
• To manage mails and the shipment process for national and international couriers
• To organize national and international business trips for staff (flights, hotels, taxis etc..) and headquarters through the travel agency specified by the Top Management
• To provide support to the Chief Operating Officer (COO) Mainland China
• To set up rooms for meetings and events
• To record incoming payments from students for paper and printing fees
• To verify, together with the admission department, that students paid the invoices and that Sinapto is correctly updated
• To support the Admission department to make sure the correct tuition fee collection for credit card payment and give support to student service when is requested in the same activities
• To prepare the match between  invoice and cost approval form (CAF) , MAF or any other authorization document
• To send to the external chartered accountant all the invoices, after having properly verified that these have been properly approved
• To keep archive of Company’s contracts
• To liaise with the chartered accountant in the administration work, this including the work necessary for the completion of the Monthly Closures
• To support the Headquarter in analytical analysis
• To keep administrative relationships with Bank
• To make sure and control that employees follow the Company processes in terms of cost “authorization forms”, in particular with reference to travel expense notes
• To manage Cash handling, payments, travel cost control
• Communication with all company vendors to ensure office daily running
• To support office facilities maintenance and cleaning management
• To manage the library of The Shanghai Fashion Training Centre, make sure the proper management of the books, magazines and other resources
• To support tutors working permit renew & application, visa application
• To perform intern recruitment advertisements online publish and resume collection, and arrange interviews