Senior Admin Specialist

Job Description

Responsibilities: Reception & Front Desk Management Provide professional services at the reception, welcome visitors, handle incoming calls, and ensure smooth front desk operations for a positive visitor experience. Implement and optimize protocols for handling calls, guests, and office security. Employee Support & Administration Assist employees with administrative queries (e.g., attendance, work time, personal leave, etc.). Provide support and data to the accountant for the payroll process (e.g., track working hours, absences, etc.). Act as a primary point of contact for administrative support within specific departments. Coordinate interdepartmental workflows, ensuring deadlines are met and communication flows smoothly. Assist in coordinating with office administrators from other locations regarding employee business trips. Provide expert guidance on employee administrative processes, including attendance, leave policies, and benefits Mentor and guide junior and mid-level administrative staff to improve performance. Financial & Invoice Management Provide support and attendance data to the accountant for the payroll process (e.g., track working hours, absences, etc.) Ensure an accurate follow-up of all admin-related payments and invoices Manage procurement activities, including sourcing suppliers and handling purchase orders. Supervise the processing of invoices, payments, and administrative expenditures to maintain compliance and accuracy. Business Travel & Coordination Provide support to employees and visitors to arrange meetings and travels Manage employee accommodations, including internal and external coordination, utility bill payments, and lease agreements for expatriate employees. Oversee business travel arrangements, including booking flights, hotels, and other related tasks. Collaborate with senior management on company-wide initiatives. Office & Facility Management Optimize internal data systems for record-keeping and administrative reporting. Oversee office operations, including facility maintenance and service contracts. Additional Responsibilities Take the lead in organizing staff events and activities (e.g., book restaurants, lunches, off-site locations, etc.) Lead the planning and execution of large-scale corporate events, ensuring alignment with company objectives. Perform other duties as assigned by management or senior staff. Requirements: >3 years experience Bachelor’s Degree Able to communicate in English Computer literacy. Being familiar with Excel pivot table and/or Vlookup will be a plus Good knowledge of admin processes in general Ability to act with confidentiality and professionalism Proactive mindset and readiness to work in a fast-paced environment Ability to prioritize and work independently Demonstrated ability to establish effective and cooperative working relationships built on trust A pioneer in scholarly open access publishing, MDPI has supported academic communities since 1996 . Our mission is to foster open scientific exchange in all forms, across all disciplines. We operate more than 400 diverse, peer-reviewed , open access journals supported by over 66 , 0 00 academic editors . We serve scholars from around the world to ensure the latest research is openly and broadly available. MDPI is headquartered in Switzerland with additional offices in Europe , Asia and North America . We are committed to ensuring that high quality research is made available as quickly as possible. We also support sustainability projects, with sustainability as a key theme in many journals and through the MDPI Sustainability Foundation. Show more Show less