Senior Administrative Specialist, Turkiye

SHEIN; Fatih; Sur place; TRY 150 000 - 260 000; Plein temps

Résumé du poste

SHEIN in Fatih, Turkey seeks an experienced Office Manager to lead general services, procurement, budgeting, and safety compliance. You will oversee security, reception, and maintenance, coordinate with Finance and external providers, and manage assets and inventories.

Fluency in Turkish and English is essential for coordinating with international teams. Ideal candidates have 5+ years in facilities or admin management within multinational settings, strong Excel skills, and a proactive,

Qualifications

• Bachelor’s degree in Business Administration, Economics, Management, or a related field.
• At least 5 years of experience in office management, administration, general services, or facilities management.
• Experience in administrative functions within a multinational, corporate, or high-headcount organization is preferred.
• Strong knowledge of Turkish labor law, administrative regulations, occupational health and safety practices, and basic procurement procedures.
• Proven experience in office operating budget preparation, expense tracking, cost control, and expense reporting.
• Strong knowledge of procurement processes, including quotation collection, price comparison, vendor selection, contract follow-up, and price negotiation.
• Experience in invoice review, payment follow-up, expense reconciliation, and collaboration with Finance and Accounting teams.
• Advanced proficiency in MS Office applications, particularly Excel, including budget preparation, expense analysis, pivot tables, and reporting.
• Experience in fixed asset, asset assignment, inventory management, and asset audit processes.
• Advanced proficiency in both Turkish and English. Ability to independently manage written and verbal communication, meetings, reporting, and daily coordination with international managers, employees, and suppliers in English.
• Valid driver’s license and active driving ability.
• Strong planning, organization, and time-management skills.
• Ability to manage multiple operational priorities simultaneously.
• High level of follow-up discipline, attention to detail, and accuracy.
• Strong communication, negotiation, and stakeholder-management skills.
• Solution-oriented mindset with strong problem-solving, initiative-taking, and result-driven capabilities.
• Ability to remain calm, make prompt decisions, and respond effectively in crisis situations.
• High level of sensitivity to confidentiality, ethical values, and information security.
• Focus on process improvement, cost optimization, and operational efficiency.
• Ability to work independently and coordinate internal teams and external service providers when required.

Responsabilités

• Manage and supervise office cleaning, security, reception, and other general service operations.
• Ensure smooth, safe, and efficient day-to-day functioning of the office for all departments.
• Implement and monitor workplace safety practices in compliance with Turkish legislation, occupational health and safety requirements, and company procedures.
• Coordinate emergency response, occupational health and safety, building security, and relevant service providers.
• Manage the procurement of office supplies, equipment, and administrative requirements in line with the approved budget.
• Collect quotations from suppliers, evaluate pricing and service terms, manage negotiation processes, and monitor vendor performance.
• Track supplier contracts, renewal dates, service levels, and payment terms.
• Manage office operating budgets, spending plans, and cost-control processes.
• Review administrative invoices, payments, and expenses; coordinate reconciliation processes with Finance and Accounting teams.
• Prepare monthly expense, budget realization, and cost-analysis reports.
• Maintain up-to-date inventory records for IT equipment, office fixtures, and other company assets.
• Conduct asset assignment, handover, return, periodic inventory counts, and asset audit processes.
• Coordinate maintenance, repair, insurance, inspection, leasing, and operational follow-up processes for company vehicles.
• Manage employee accommodation needs, reservations, and accommodation allocation processes.
• Provide prompt and solution-oriented administrative support to departments.
• Monitor the performance of service providers and teams, including security, cleaning, reception, technical maintenance, and similar operations.
• Develop improvement proposals to increase efficiency, reduce costs, and mitigate risks in administrative processes.
• Act in compliance with confidentiality, ethical principles, information security requirements, and company policies.

Connaissances

Office management

Budget tracking

Procurement

Vendor management

English proficiency

Turkish labor law

Inventory management

Advanced Excel

Communication

Crisis management

Formation

Bachelor's degree in Business Administration

Outils

MS Excel

MS Office

Description du poste

• -Manage and supervise office cleaning, security, reception, and other general service operations.
• -Ensure the smooth, safe, and efficient day-to-day functioning of the office for all departments.
• -Implement and monitor workplace safety practices in compliance with Turkish legislation, occupational health and safety requirements, and company procedures.
• -Coordinate emergency response, occupational health and safety, building security, and relevant service providers.
• -Manage the procurement of office supplies, equipment, and administrative requirements in line with the approved budget.
• -Collect quotations from suppliers, evaluate pricing and service terms, manage negotiation processes, and monitor vendor performance.
• -Track supplier contracts, renewal dates, service levels, and payment terms.
• -Manage office operating budgets, spending plans, and cost-control processes.
• -Review administrative invoices, payments, and expenses; coordinate reconciliation processes with Finance and Accounting teams.
• -Prepare monthly expense, budget realization, and cost-analysis reports.
• -Maintain up-to-date inventory records for IT equipment, office fixtures, and other company assets.
• -Conduct asset assignment, handover, return, periodic inventory counts, and asset audit processes.
• -Coordinate maintenance, repair, insurance, inspection, leasing, and operational follow-up processes for company vehicles.
• -Manage employee accommodation needs, reservations, and accommodation allocation processes.
• -Provide prompt and solution-oriented administrative support to departments.
• -Monitor the performance of service providers and teams, including security, cleaning, reception, technical maintenance, and similar operations.
• -Develop improvement proposals to increase efficiency, reduce costs, and mitigate risks in administrative processes.
• -Act in compliance with confidentiality, ethical principles, information security requirements, and company policies.

Qualifications

• -Bachelor’s degree in Business Administration, Economics, Management, or a related field.
• -At least 5 years of experience in office management, administration, general services, or facilities management.
• -Experience in administrative functions within a multinational, corporate, or high-headcount organization is preferred.
• -Strong knowledge of Turkish labor law, administrative regulations, occupational health and safety practices, and basic procurement procedures.
• -Proven experience in office operating budget preparation, expense tracking, cost control, and expense reporting.
• -Strong knowledge of procurement processes, including quotation collection, price comparison, vendor selection, contract follow-up, and price negotiation.
• -Experience in invoice review, payment follow-up, expense reconciliation, and collaboration with Finance and Accounting teams.
• -Advanced proficiency in MS Office applications, particularly Excel, including budget preparation, expense analysis, pivot tables, and reporting.
• -Experience in fixed asset, asset assignment, inventory management, and asset audit processes.
• -Advanced proficiency in both Turkish and English. Ability to independently manage written and verbal communication, meetings, reporting, and daily coordination with international managers, employees, and suppliers in English.
• -Valid driver’s license and active driving ability.
• -Strong planning, organization, and time-management skills.
• -Ability to manage multiple operational priorities simultaneously.
• -High level of follow-up discipline, attention to detail, and accuracy.
• -Strong communication, negotiation, and stakeholder-management skills.
• -Solution-oriented mindset with strong problem-solving, initiative-taking, and result-driven capabilities.
• -Ability to remain calm, make prompt decisions, and respond effectively in crisis situations.
• -High level of sensitivity to confidentiality, ethical values, and information security.
• -Focus on process improvement, cost optimization, and operational efficiency.
• -Ability to work independently and coordinate internal teams and external service providers when required.