General Affairs Administrative Specialist

Administrative SpecialistThe 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 AdministrationManage 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 & SupportPrepare 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 AdministrationDesign 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 ManagementReconcile 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 ManagementMaintain 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 SupportAssist 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 ReportingSupport 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 RequestsManage 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 SupportAssist incoming Korean expatriate team members with housing, utilities, documentation, driver's licenses, and school enrollment for children.Annual Budget & Administrative ReportingParticipate 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 & AbilitiesBachelor'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 drivenProven interpersonal, communication, and time management skillsProven experience with Microsoft Word, Excel, and PowerPointWork EnvironmentThis 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 QualificationsInterpersonal Skills: Strong ability to collaborate with stakeholders across various departments and external vendors.