Overview
Team Assistant Jobs in Shanghai, China at DHL Global Forwarding
Title: Team Assistant
Company: DHL Global Forwarding
Location: Shanghai, China
Job description:
- Administrative & Operational Support
- Management of distribution lists (ownership & maintenance)
- Preparation and sending of internal bulletins (incl. formatting and template updates)
- Maintenance of communication tools (e.g. Bulletin Scheduler)
- Creation of certificates and administrative documents
- Printing coordination (incl. urgent print jobs and pickup)
- Procurement & Financial Administration
- Creation and management of Purchase Orders (POs)
- Invoice processing and follow-up with suppliers and accounting
- Handling payment issues (e.g. delayed payments, urgent payment requests)
- Monitoring invoice status and resolving discrepancies
- Support of tax-related requirements for team events
- Onboarding & Equipment Management
- Coordination of onboarding and offboarding processes
- Ordering and return of IT equipment (laptops, smartphones, headsets)
- Managing mobile contracts and tariff changes
- Replacement and lifecycle management of devices
- Event & Meeting Coordination
- Organization of meetings, incl. conference room bookings
- Catering coordination for meetings and events
- End-to-end organization of team events (research, offers, booking, invoicing)
- Coordination of Innovation Center usage (bookings, catering, guest handling)
- Travel & Visitor Management
- Support for hotel bookings and travel-related requests
- Preparation of visa letters
- Registration of internal and external visitors
- Acting as a contact point for guests and visitors
- Logistics & Shipping
- Creation of DHL shipping labels (incl. detailed shipment information)
- Coordination of consignments (incl. pricing and awards)
- Office Management & Team Support
- Ordering and management of office supplies
- First point of contact for :30 team members
- General administrative support and problem-solving in daily operations
- Others:
- Opportunity to agree on special tasks or projects on a voluntary basis
Job requirements:
- Bachelor degree and above
- More than 2 years of relevant experience
- Strong organizational and coordination skills
- Experience with administrative and financial processes (POs, invoices)
- Ability to manage multiple tasks and priorities simultaneously
- Confident handling of MS Office (especially Outlook, Excel, PowerPoint)
- Experience in event organization and vendor coordination
- Structured, detail-oriented working style
- High level of reliability and ownership
- Strong communication skills
- Proactive mindset and problem-solving approach
- Service-oriented attitude
- Ability to work independently
