Administrative Specialist

Explore the possibilities across our global house of brands.

Defined by inclusivity rather than exclusivity, Tapestry embraces the exploration of individuality and invests in helping you grow personally and professionally. Every individual in our global house has the opportunity to make an impact, learn and be part of our growing and unique story.

At Tapestry, we have the freedom to express ourselves and run with our best ideas across Coach and Kate Spade New York. We share a profound belief in both our individual and collective potential, and know that with hard work and dedication, anything is possible.

Primary Purpose

Support Administration Manager in delivering comprehensive administrative assistance in Dongguan office. Ensure seamless and compliance daily operations, maintain office facilities, and provide support for various office activities.

Key Responsibilities

Office Administration Operations

• Support administration procurement

• Execute the full process of office procurement, covering daily office supplies, facility maintenance materials and administrative-related purchases, from demand verification to order placement.
• Create vendor code for new supplier on BuyingHub, including collecting required docs provided by vendor, submitting request on BuyingHub and following up with vendor on questionnaire.

• Payment settlement and cost management

• Track the full payment workflow for all administrative procurement orders, ensure invoice matching, submission to finance and timely payment processing to avoid overdue payments.
• Conduct monthly tracking and reconciliation of all administrative expenses, compile expense analysis reports and submit regular updates to the supervisor for budget control reference
• Other finance support

• Back up with Administration Coordinator:

• Coordinate company cars for employees’ daily SP visit and shuttle bus update;
• Issue invitation letters for visitors for all countries visa applications and manage the APEC cards;
• Organize business meals, business meetings and other logistic arrangements;
• Provide routine support for office facility management, coordinating daily maintenance of office equipment and handling unexpected administrative issues to maintain a smooth working environment.
• Partner with HR in organizing company functions/events logistics.

EHS & Security Management

• Support EHS related inspection

• Assist in organizing and coordinating all internal and external EHS inspections, including pre-inspection preparation, on-site support and post-inspection corrective action follow-up.
• Take charge of EHS related document management, including filing, updating and archiving compliance records, inspection reports and regulatory submission documents.

• Support plant audit activities

• Prepare required compliance documents, coordinate on-site audit arrangements, track non-conformance items and ensure timely closure of all follow-up actions.

• Assist in organizing regular fire drills
• Assist to manage the on-site security team

• including daily shift arrangement, duty performance check, routine patrol follow-up and regular safety awareness training for security personnel.

CWS HR Operation

• Support new hires onboarding

• Work with HR People Partner and support CWS occupational health check for Specific Position
• Follow up onboarding process - make sure the checkin list is completed

• Support CWS employee offboarding

• CWS occupational health check for Specific Position - Before separation
• Follow up offboarding process - make sure the checkout list is completed

• CWS Attendance

• System management (New hire enrollment, leaver record deletes, time sheet manage, etc…)
• All leave records management: Attendance system (Tong Xiang), manually manage leave files (including AL, Sick Leave, Compensation Leave), NPL record to TPS quarterly
• Monthly payroll movement: NPL/SL, OT hours, Dorm & Meal allowance, Quarterly attendance bonus

• Others

• Assistant to work injury case & follow up
• Support to coordinate CWS Annual occupational health check

Requires

• College Degree
• 1-2 years of relevant experience in EHS support or general administration roles in a manufacturing or office environment.
• Basic knowledge of local workplace safety, fire protection and environmental protection regulations is a plus.
• Strong English language fluency.
• Computer proficiency in Microsoft Outlook, Excel, Word, and Power Point.
• Highly organized with strong time management, task prioritization & follow-up skills
• Strong attention to detail & accuracy, high sense of responsibility, self-motivated and a good team player, able to work under pressure.
• Good communication skills to collaborate with internal teams and external vendors.

Our Competencies for All Employees
Courage: Doesn’t hold back anything that needs to be said; provides current, direct, complete, and “actionable” positive and corrective feedback to others; lets people know where they stand; faces up to people problems on any person or situation (not including direct reports) quickly and directly; is not afraid to take negative action when necessary.
Creativity: Comes up with a lot of new and unique ideas; easily makes connections among previously unrelated notions; tends to be seen as original and value-added in brainstorming settings.
Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Dealing with Ambiguity: Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; doesn’t have to finish things before moving on; can comfortably handle risk and uncertainty.
Drive for Results: Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.
Interpersonal Savvy: Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.
Learning on the Fly: Learns quickly when facing new problems; a relentless and versatile learner; open to change; analyzes both successes and failures for clues to improvement; experiments and will try anything to find solutions; enjoys the challenge of unfamiliar tasks; quickly grasps the essence and the underlying structure of anything.
 
Our Competencies for All People Managers
Strategic Agility: Sees ahead clearly; can anticipate future consequences and trends accurately; has broad knowledge and perspective; is future oriented; can articulately paint credible pictures and visions of possibilities and likelihoods; can create competitive and breakthrough strategies and plans.
Developing Direct Reports and Others: Provides challenging and stretching tasks and assignments; holds frequent development discussions; is aware of each person's career goals; constructs compelling development plans and executes them; pushes people to accept developmental moves; will take on those who need help and further development; cooperates with the developmental system in the organization; is a people builder.
Building Effective Teams: Blends people into teams when needed; creates strong morale and spirit in their team; shares wins and successes; fosters open dialogue; lets people finish and be responsible for their work; defines success in terms of the whole team; creates a feeling of belonging in the team.    

Tapestry is an equal opportunity and affirmative action employer and we pride ourselves on hiring and developing the best people. All employment decisions (including recruitment, hiring, promotion, compensation, transfer, training, discipline and termination) are based on the applicant's or employee's qualifications as they relate to the requirements of the position under the consideration. These decisions are made without regard to age, sex, sexual orientation, gender identity, genetic characteristics, race, color, creed, religion, ethnicity, national origin, alienage, citizenship, disability, marital status, military status, pregnancy, or any other legally-recognized protected basis prohibited by applicable law.
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