Senior Administrative Specialist

SHEİN

Responsibilities

-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.

Competencies

-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.