Office Administrator

Описание

На этой должности вы будете обеспечивать бесперебойную работу офиса и помогать в выполнении различных административных задач, чтобы офис функционировал эффективно. В идеале мы ищем человека, который сможет работать три дня в неделю по шесть часов в день. About Us Founded in 1999 and listed on NASDAQ in 2003 and HKEX in 2021, Trip.com Group is a leading global travel service provider comprising of Trip.com, Ctrip, Skyscanner, and Qunar. Across its platforms, Trip.com Group integrates travel resources from industry partners and helps travellers worldwide pursue the perfect trip with exceptional travel products and services. We have more than 30,000 employees scattered across 30 countries in Asia, Europe, the Americas, and Oceania, striving to expand our global markets and aiming to be the world’s leading and most trusted family of online travel brands that aspire to deliver the perfect trip at the best price for every traveller. In this role, you will support the smooth running of day-to-day office operations and assist with various administrative tasks to ensure the office runs efficiently. We are ideally looking for someone who can commit to three days per week, with six hours per day. Your responsibilities will include: Office Operations Serve as the primary point of contact for all Moscow office matters — including workplace experience, facility maintenance, vendor management, and employee support Open and close the office daily; maintain cleanliness, organization, and a professional office environment Manage office access cards, security system, and visitor registration Receive and distribute mail, packages, and deliveries Handle ad-hoc operational issues and emergencies as they arise Administrative & Finance Support Manage and safeguard office petty cash and the office safe, including oversight of cash on hand, sensitive documents, and corporate seals where applicable Process employee expense reimbursements and disburse cash payments — verify reimbursement claims against company policy, prepare and distribute cash disbursements, and maintain accurate reimbursement records Maintain accurate records of all office-related expenditures, supplier contracts, and cost tracking; support periodic budget reporting to line manager Manage local vendors, coordinate contract review and signing with local vendors and service providers (office lease, maintenance, office supplies, etc.) Provide administrative support to line manager, including document preparation, meeting coordination, and cross-time-zone communication with HQ; ensure timely delivery of reports and feedback as required, while actively supporting HQ-led projects and initiatives. IT Support & Asset Management Handle local device procurement when IT is unable to purchase directly — including sourcing local alternatives, obtaining management approval, and managing the full procurement cycle Support new hire device setup and coordination: prepare laptops, IT accessories, and software access in advance aligned with onboarding schedules Manage device inventory and lifecycle: track all IT assets in Moscow, maintain a secure storage area (lockable cabinet/room) for idle devices, and handle device inbound/outbound logistics Assist with secure data wiping verification and coordinate local device disposal in compliance with company data security policies Act as the on-site IT liaison: support resolution of day-to-day IT incidents by working with the local IT POC and following ticket-based issue resolution (via QR code-generated tickets); escalate to remote IT teams as needed Maintain basic office IT infrastructure oversight: network connectivity, printer, video conferencing equipment — flag issues proactively Supplies & Facilities Management Monitor and replenish office supplies, pantry stock, and consumables Coordinate with coworking space/building management for repairs, HVAC, cleaning, and facility-related issues Manage relationship with external service providers Employee Support & Onboarding Assist with new hire onboarding logistics: workspace preparation, access card, welcome kit, first-day office orientation Support visiting employees from other offices (desk arrangements, access, local guidance) Act as the go-to person for employee office-related inquiries and needs Office Planning & Growth Support Manage office relocation, expansion, or renovation projects as needed — including office sourcing, facilitate budget approval & Procurement process Oversee space planning, seating arrangements, and workplace improvements Events & Visits Coordinate office events, team gatherings, and employee engagement activities Support VIP/client visits — including meeting room setup, catering, and reception Be available for on-site support during office or company events beyond regular working hours as needed What you'll need to succeed: 3+ years of experience in office management, workplace coordination, or administrative roles — experience in multinational companies strongly preferred Strong communication skills in both English (for daily collaboration with the Shanghai HQ) and Russian (for communicating with local vendors and stakeholders). Interest in office administration, workplace operations, or facilities management, with internship, campus, or project experience being a plus. Familiarity with basic administrative tasks, such as coordinating with vendors, processing purchases, or organizing documents, through internships, part-time work, or student projects. Basic IT knowledge, including setting up laptops or office equipment and troubleshooting common technical issues, is an advantage. Well-organized, detail-oriented, and able to manage multiple tasks in a fast-paced environment. Proactive, eager to learn, and willing to take ownership of tasks while working both independently and as part of a team. Experience organizing campus events, coordinating projects, or supporting office moves and logistics is a plus. Have a good trip, and see you soon!