General Affairs Administrative Specialist

Job Description

Job Description

Administrative Specialist

Department: Human Resources & General Affairs

Reports to: General Affairs Manager

Shift:  1st Shift M-F 8am-5pm (1 hour lunch)

The Administrative Specialist supports daily operations across all offices and facilities by managing office supplies, equipment, vendor relationships, onboarding logistics, travel coordination, fleet administration, and company events. This role requires a detail‑oriented professional with strong organizational skills, excellent communication, and the ability to manage multiple operational workflows in a fast‑growing environment. The Specialist ensures a well‑functioning workplace, supports employee engagement, and contributes to the company’s operational excellence. As a growing organization, we offer numerous opportunities for professional growth.

Responsibilities Office & Facility Administration

• Manage routine and non‑routine purchases for office supplies, equipment, and facility needs; ensure adequate stock levels across all locations.
• Maintain relationships with vendors, negotiate pricing, and expand supplier options.
• Oversee office equipment such as printers, water purifiers, coffee machines, and shared facility assets.
• Support workplace improvement initiatives, including addressing employee concerns and implementing corrective actions.
• Maintain and organize documents in accordance with corporate information security policies.

Employee Onboarding & Support

• Prepare new hire workstations, including name tags, drawer keys, badges, and supplies.
• Support HR and GA during new hire orientation by providing information on uniforms, PPE, devices, and facility resources.
• Assist with uniform and safety gear distribution and maintain inventory records.
• Send weekly new hire announcements and maintain employee directory and device inventory.

Travel & Fleet Program Administration

• Design and administer the company’s internal travel program; coordinate with departments to ensure timely invoice processing.
• Process business trip requests, obtain approvals, and communicate with the travel agency for quotes and confirmations.
• Administer the company’s auto lease program, including vehicle ordering, titling, registration, and monthly invoice management.
• Track mileage logs and maintain fleet documentation.

Vendor & Purchasing Management

• Reconcile and submit monthly invoices for office services, vending, janitorial, water, printing, telecom, and other GA vendors.
• Coordinate service requests, equipment swaps, and facility needs with vendors.
• Conduct annual vendor research to evaluate cost‑effectiveness and support contract renewals.
• Maintain electronic and physical invoice records and ensure accurate e‑doc submissions.

Asset & Inventory Management

• Maintain fixed asset records, including office furniture, equipment, and GA‑managed assets.
• Update asset databases and support multi‑department audits.
• Manage inventory of uniforms, PPE, office supplies, and VIP supplies.
• Track gift distribution and maintain the company gift ledger.

Event & VIP Support

• Assist HR/GA with planning and executing company events, wellness programs, and employee engagement activities.
• Prepare facilities for VIP visits, including meeting rooms, lobby signage, refreshments, and PPE.
• Serve as photographer for VIP tours and employee recognition programs.
• Ensure proper flag protocol for Korean VIP visits and maintain flag condition.

Insurance, ESG, and HQ Reporting

• Support property insurance administration, including renewals, policy tracking, and expense submissions.
• Assist with ESG initiatives, HQ reporting requirements, and documentation for corporate programs.
• Maintain organized records for HQ‑related projects and compliance activities.

Mail, Packages & General Requests

• Manage incoming mail and packages across designated facilities and maintain organized storage areas.
• Review and process BPMS requests daily, including meeting room reservations, visitor requests, and GA‑related approvals.
• Post and remove meeting room reservation signage as needed.

Expatriate Support

• Assist incoming Korean expatriate team members with housing, utilities, documentation, driver’s licenses, and school enrollment for children.

Annual Budget & Administrative Reporting

• Participate in annual business planning and support GA budget preparation.
• Monitor spending, track expenses, and maintain year‑round budget spreadsheets.
• Coordinate with HR and Finance for approvals and allocations.

Required Knowledge, Skills & Abilities

• Bachelor’s degree in Business Administration, Business Management, or related field (or equivalent experience).
• One (1) or more years of experience in General Affairs, administrative operations, or corporate office management.
• Experience with departmental budgeting and vendor management.
• Automotive industry experience is a plus.
• Strong organizational, communication, and interpersonal skills.
• Ability to develop, implement, and manage operational processes.
• Goal‑oriented, customer‑focused, and results‑driven mindset.
• Proficiency in Microsoft Word , Excel , and PowerPoint . (Assessment Required)
• Must be goal oriented, customer focused, and results driven
• Proven interpersonal, communication, and time management skills
• Proven experience with Microsoft Word, Excel, and PowerPoint

Work Environment

This role routinely uses standard office equipment, including a laptop and mobile device. The position requires extended periods of sitting, typing, and computer work, with occasional lifting or transport of office items. Reasonable accommodations will be provided as needed.

Preferred Qualifications 

• Interpersonal Skills: Strong ability to collaborate with stakeholders across various departments and external vendors.
• The estimated base salary range for the Risk Management & Administrative Specialist is $59,000-$62,000.  The salary range information provided is in accordance with applicable state and local laws regarding salary transparency that are currently in effect and may be implemented in the future. The range represents a good faith estimate of the range that GLOVIS EA reasonably expects to pay for this job at the time of the job posting. The actual salary paid to an individual will vary based on multiple factors, including but not limited to specific skills or certifications, years of experience, market changes, and required travel.

  GLOVIS EA is an equal opportunity employer, and we value diversity of all kinds .

  GLOVIS EA does not discriminate on the basis of race, sex, religion, national origin, gender identity or expression, sexual orientation, disability, age, or any other category protected by local, state, or federal laws. We are committed to building a diverse, equitable, and inclusive team.

  GLOVIS EA is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process, please contact mailto:View email address on ziprecruiter.com

  About HYUNDAI GLOVIS As a global total logistics and distribution leader in Korea, Hyundai GLOVIS offers optimal services as well as strategies and processes that cover the entire logistics process while growing together with the customers. Despite the recent global economic crisis, we have been growing steadily every year with our best-in-class experts and cutting-edge technology systems. We fulfill our responsibilities and obligations as a global top-tier SCM provider through our continued investment in infrastructure and engagement in social responsibility activities.

  About GLOVIS EV Logistics America LLC GLOVIS EV Logistics America, is an integrated logistics company located in Savannah, Georgia. We provide Tier 1 logistic, warehousing and inventory services to Hyundai Motor Group Metaplant America (HMGMA). GLOVIS EV Logistics America was established on October 6, 2022.