<p>Job Title: Administration Supervisor</p> <p>Job Level: Professional</p> <p>FLSA Status: Exempt</p> <p>Department: HR/Administration</p> <p>Division: Corporate Planning</p> <p>Location: White Plains, NY</p> <p>Reports To: Manager, HR & Administration</p> <p>General Position Summary</p> <p>The Administration Supervisor at Mitsui Chemicals America, Inc., is responsible for supervising and maintaining the company's Administration functions such as general office & property maintenance, company event coordination, executives, visitors and expatriates support, internal document and agreement filing maintenance, registry maintenance, property maintenance, corporate insurance maintenance as well as marketing activity by following MCA strategy and policies in order to achieve Company objectives.</p> <p>Primary Job Functions - Weight 90%:</p> <p>Prepare the MTP Budget under department manager's direction:</p> <ul> <li>by understanding the MTP and Budget policies and strategies </li><li>by gathering information and analyzing performance and achievement of previous terms and make suggestions </li></ul> <p>Implements the MTP and Budget:</p> <ul> <li>by adhering to the MTP and Budget; </li><li>by performing the duties of the job; </li><li>by making decisions in authorized areas; </li><li>and by working as a team. </li></ul> <p>Supervises General Office & Property Maintenance:</p> <ul> <li>by supervising the maintenance of supplies by identifying needs for conference rooms, reception, lounge, mailroom, and kitchen. </li><li>by communicating with property owner and vendors to maintain proper office environment and equipment (such as telephone, copier, mail, security, etc.); </li><li>by monitoring the Admin Assistant's daily operations and resolving any problems or issues with employees and vendors by consulting with department head as needed; </li><li>by purchasing printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices within budget; </li><li>and by assisting in analyzing, determining, developing and executing the most efficient and effective operation procedures. -Maintain and improve them as needed. </li></ul> <p>Coordinates Company Events and Activities:</p> <ul> <li>by negotiating for space contracts and book event space, arrange food and beverage, order supplies and equipment and ensure appropriate décor to meet quality and budget requirement; </li><li>by conducting research, making site visits, and finding resources to help staff make decisions about event possibilities; </li><li>by proposing dept head with new ideas to improve the event planning and implementation process; </li><li>and by coordinate appointments and scheduling of events on the calendar. </li></ul> <p>Coordinates Company Membership:</p> <ul> <li>by overseeing the administration of all company memberships, sponsorships, and charitable donations by maintaining a comprehensive tracking system for annual renewals, dues payments, and benefit utilization; </li><li>by conducting periodic evaluations to ensure each membership or sponsorship aligns with the company's strategic goals, values, and return on investment; </li><li>by managing and negotiating corporate discount programs (e.g., car rentals, hotels, travel services), ensuring employees have access to cost-effective options and that agreements are up to date and beneficial; </li><li>and by acting as the primary point of contact for external organizations and vendors, ensuring timely communication and relationship management. </li></ul> <p>Corporates Insurance Management:</p> <ul> <li>by fully understanding all related insurance, renewal cycle and its policy; </li><li>by preparing audit related materials; </li><li>by closely communicating with insurance brokers for renewal rates and options and make proposal to Supervisor; </li><li>and by preparing related proposal draft for Supervisor </li></ul> <p>Supports Executives, Visitors and Expatriates:</p> <ul> <li>by ensuring company executives, visitors, and expatriated employees with travel arrangements needs; </li><li>by keeping track of visitors In/Out log and control distribution of temporary keys and store in a safe place; </li><li>and by preparing expense reports as needed. </li></ul> <p>Coordinates Internal Document and Agreement:</p> <ul> <li>by promptly and properly saving and listing company's internal documents, and agreement; </li><li>by maintaining record of all company cabinets; </li><li>and by maintaining and ensuring safety of company storage space and coordinating document destruction. </li></ul> <p>Coordinates Registry:</p> <ul> <li>by ensuring all incoming mails distribution and outgoing mails arrangement such as FedEx, UPS, USPS (and certified mail); </li><li>and by maintaining and coordinating mailing list & holiday greeting cards in a timely manner. </li></ul> <p>Coordinates Office Safety:</p> <ul> <li>by ensuring and maintaining office keys by securing and logging key distributions; </li><li>by acting building fire warden; </li><li>and by maintaining safety related supplies such as first aid kit. </li></ul> <p>Supervises Staff:</p> <ul> <li>by providing direction and delegating responsibilities to subordinate Staff and evaluating their work, thereby ensuring that the department's overall goals may be met; </li><li>by coordinating schedules; </li><li>by giving performance feedback and conducting performance evaluations; </li><li>by authorizing and advising Staff expenses; </li><li>and by interviewing, hiring, disciplining, training, developing, and advising Staff. </li></ul> <p>Other</p> <ul> <li>by performing any other duties as reported by department Manager and Sr. Management. </li></ul> <p>Core Competencies - Weight 10%;</p> <p>Job Knowledge</p> <p>Possess solid understanding of key functions of roles and responsibilities, systems/ tools/ applications/ equipment and utilize them effectively and apply to actual operations. Keep abreast of related regulatory requirements, industry best practices and technologies and apply them to deliver quality outputs.</p> <p>Problem Solving</p> <p>Identify, analyze, and resolve issues efficiently and effectively. Ensure smooth operations and continuous improvement in the workplace.</p> <p>Agility</p> <p>Adjust to new conditions, embrace change, and remain flexible in a dynamic work environment by being open to new ideas, handling multiple tasks efficiently, and maintaining effectiveness in the face of uncertainty.</p> <p>Initiative</p> <p>Proactively identify opportunities, takes necessary action and drive positive outcomes within one's scope without being prompted.</p> <p>Process Improvement</p> <p>Continuously explore and identify areas for improvement and suggest and lead change in work methodologies, processes, and procedures for more effective, efficient and sustainable operations.</p> <p>Mentorship</p> <p>Share expertise knowledge in one's responsibility by guiding, supporting and helping to develop others.</p> <p>Requirements & Working Environment</p> <p>Must be able to report to White Plains, NY office 3x/week</p> <p>Working Conditions:</p> <ul> <li>The noise level in the work environment is usually moderate (i.e., working in a business office with computers, printers, and telephones). </li><li>The Staff Member must be able to travel on business or work beyond normal business hours as necessary. </li></ul> <p>Minimum Qualifications Needed</p> <p>Language Skills:</p> <ul> <li>Ability to read, analyze, and interpret general business periodicals, professional journals, and/or government regulations in English. </li><li>Ability to write reports, business correspondence, and procedure manuals in English. </li><li>Ability to effectively present information and respond to questions from groups of Managers, Staff, clients, customers, and the general public in English. </li></ul> <p>Other Skills:</p> <ul> <li>Proficiency in Microsoft Outlook, Word and Excel. </li><li>Strong attention to detail. </li></ul> <p>Experience and Education:</p> <ul> <li>Bachelor's degree from four-year college or university; and five to eight years of related experience; or an equivalent combination of education and experience. </li><li>Must have supervisory skills and office management experience. </li><li>Experience with scheduling meetings and travel coordination at executive level. </li><li>Experience and knowledge of Corporate Insurances. </li><li>Event Planning Experience. </li></ul>