Office Manager

Job title: Office Manager

Company: International Manufacturing

Area: Ulaanbaatar, Mongolia

The responsibilities are:

• This position shall provide general support to the Mongolia office, including Finance, HR, Admin, Commercial, Logistics, and IT coordination.

Purchasing & Logistics Part: 

• Implement and follow company regulations, complying with standards to improve functions within the organization and drive initiatives that contribute to long-term operational performance;
• Collect information and prepare routine reports, including weekly plan, meeting memo, travel records, monthly focus, etc.
• Support with customer communication and activities, including phone or mailing to external customers, assisting in customer seminars, customer showroom test, etc.;
• Handle order management, place orders accurately upon sales orders, prepare and manage commercial documents;
• Track additional cost in collaboration with sales departments for change order of contracts.
• Monitor and anticipate potential order issues, notifying related departments, and propose preventative action, ensuring that orders are running smoothly with adherence of timeline and fixed budget.
• Check and ensure accuracy of invoices and other costs, making corrections and forward for payment by efficient communication with Finance department.
• Manage logistic process from oversea and domestic, including but not limited to prepare logistics matters of the orders, delivery of customs declaration materials, logistics tracking, stock management and other related matters.

Office Management Part:

• Attend recruitment work if any vacancy, including but not limited to JD update, post recruitment advertisement on hiring websites, interview arrangements and so on.
• Be responsible for entire payroll calculation process, including attendance management, travel management, social security, personal income tax, pay slip and so on.
• Handle employees entry and exit matter, fully comply with the entry and exit process, ensure all the materials are well collected.
• Responsible for Employee File management, both paper documents and e-documents shall be well archived.
• Monitor and control local office and travel expenditures within approved general office budget;
• Well manage vendors to ensure office running smoothly.
• Coordinate with Group IT for IT device setting.
• Act as the liaison between the company management, regional support function and employees and external parties in legal matters;
• Maintain a safe and secure working environment and ensure that employees are fully trained in emergency procedures and perform safety inspections;
• Other tasks assigned by superior.

Requirements for this role are:

• Bachelor's degree in administrative or related field with 3+ years office management, HR or finance experience in multinational company;
• A good understanding about organization structure, people, business and future direction, labor market and business environment in Mongolia;
• High level of business sense and acumen with strong analytical skill;
• Advance presentation and negotiation skill;
• Excellent communication, engagement and diplomacy skills in dealing with employees at all levels within the organization;
• Equipped with responsible, decisive, caring and collaborative personality
• Proactive, self-motivated and willing to work under pressure;
• Excellent written and verbal communication skills, both English and Mongolian.

Contact: +976 8818-6868, enkhjin.s@scc.mn