Administrative Specialist

United Imaging Healthcare; Bengaluru Urban; On-site; INR 500,000 - 700,000; Full time

Job summary

United Imaging Healthcare is seeking an Administration Specialist to oversee daily office operations, coordinate meetings, and support the sales team with client reception and scheduling. The role emphasizes efficiency, vendor management, and onboarding new staff to ensure smooth team operations.

The candidate should have a strong background in administration with excellent communicator skills, capable of handling confidential information and coordinating cross-team activities.

Qualifications

• Solid experience in administration or office management.
• Experience in sales support is a plus.

Responsibilities

• Oversee daily office operations and vendor coordination.
• Coordinate meetings, events, and calendar management for the team.
• Support sales team with client reception and visit arrangements.
• Maintain office equipment and supplies, ensure cost-effective operations.
• Assist in onboarding and internal communications.

Skills

Office management

Time management

Communication skills

Interpersonal coordination

Education

Bachelor’s degree in Business Administration/Management

Tools

Microsoft Office Suite

Job description

Who we are?

Shanghai United Imaging Healthcare Co., Ltd. is dedicated to providing, developing and producing high-performance advanced medical imaging, radiotherapy equipment, life science instruments and offers intelligent digital solutions to customers worldwide. UIH is committed to creating more value for our customers and constantly improving the global accessibility of high-end medical equipment and services through in-depth cooperation with hospitals, universities, research institutions, and industry partners.

Join our innovative team with the mission of developing and supplying advanced technologies and improving patient care worldwide. As part of our global team, you will have the opportunity to collaborate with talented and dedicated colleagues while developing and expanding your career.

Company Website: http://www.united-imaging.com/en/home/

Job Summary

The Administration Specialist is responsible for overseeing comprehensive office administrative operations to ensure the daily office runs efficiently, orderly and professionally. The role focuses on daily office management, administrative process optimization, meeting coordination, admin vendors and office resource management, new employee onboarding support, and executive administrative assistance. This position also provides daily administrative support for the sales team, including client reception and sales schedule arrangement, to support smooth sales business development and internal team operation.

Key Responsibilities

• Manage end-to-end daily office operations, including office layout arrangement, office supply inventory and replenishment, and official document and correspondence processing.
• Act as the primary point of contact for all office-related affairs, covering office facility maintenance and repair coordination, internal IT support docking, and daily vendor communication and management.
• Coordinate internal company meetings, offline and online office events; update team calendars in a timely manner to ensure all schedules are arranged reasonably and implemented smoothly.
• Regularly inspect and maintain office equipment, arrange professional maintenance, repair and equipment replacement work as required to guarantee normal office use.
• Sort out, optimize and implement standardized office administrative policies and workflows, continuously improve overall office operation efficiency and standardize daily administrative management.
• Assist in the new employee onboarding process, complete pre-entry administrative preparation, and provide new employees with required office supplies, system permissions and relevant resource support to help new employees integrate into the team quickly.
• Be responsible for the statistics, review and management of daily office administrative expenses, control office operating costs, and ensure all expenses are reasonable, compliant and cost-effective.
• Provide daily administrative support to executives and internal team members, flexibly assist with various temporary administrative tasks, and guarantee the efficient progress of team daily work.
• Conduct effective cross-team communication and coordination, efficiently complete assigned administrative work, and ensure good internal team collaboration.
• Provide daily support for sales team business: responsible for visiting client reception arrangement, on-site visit preparation, meeting room arrangement and reception follow-up work.
• Coordinate and manage sales daily schedules: assist in arranging customer visit schedules, business negotiation schedules and external reception schedules, sort out and synchronize sales daily work arrangements to ensure sales business progresses orderly.

Your Qualification and Experiences Requirements:

• Solid working experience in administration, office management or equivalent roles; sales support experience is preferred.
• Outstanding organizational capabilities and time management skills, able to independently arrange and advance multiple administrative work items and sales support tasks in an orderly manner.
• Excellent verbal and written communication skills, with good interpersonal coordination, reception etiquette and cross-team collaboration abilities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); skilled in Excel data sorting and statistical production, and familiar with common office management system operation.
• High professional integrity and confidentiality awareness, able to strictly keep confidential internal company information, customer information and sensitive data.
• Positive problem-solving mindset, proactive work attitude, meticulous and efficient work style, capable of working independently.
• Bachelor’s degree in Business Administration, Management or other related majors is preferred.
• Strong data sensitivity and logical thinking, able to efficiently organize and coordinate schedules and reception affairs.
• With more than 5 years of corporate administrative working experience and relevant overseas office working experience are highly preferred.