Introduction:

Established in 1912, Bank of China is one of the largest banks in the world, with over $3 trillion in assets and a footprint that spans more than 60 countries and regions. Our long-term outlook, institutional weight and global breadth provide our clients with a stable and reliable financial partner, whether in Corporate or Personal Banking or our Trade Services, Commodities, Financial Institutions and Global Markets lines of business.

Overview:

*To be eligible for campus recruitment program, you can only apply for 1 position within the U.S. Branches.

This position is responsible for a wide range of day-to-day administrative and office support activities to facilitate the efficient operations of Los Angeles Branch. These administrative activities included, but are not limited to preparing and coordinating various business reports, memos, meetings and travel arrangements; maintaining office supplies and office equipment; assisting in vendor management, due diligence and onboarding processes; assisting in office security and safety activities; Account Payable processing; back-up of employee reimbursement processing; and performing other duties and special projects as assigned by supervisors and/or Branch Management.  

Responsibilities:

Include but not limited to:

Administrative Duties

Provide day-to-day administrative supports and services to facilitate the efficient operations of Los Angeles Branch; timely resolve office administration problems and ensure satisfactory service levels to all employees;

Prepare various business reports and memos;

Schedule branch meetings and prepare meeting minutes;

Arrange car service for co-workers and customers

Coordinate special event arrangements;

Responsible for the purchasing of LAB;

Maintain sufficient office and emergency supply inventory; organize office common areas;

Act as a liaison between Los Angeles Branch and services vendors; contact Building Management for office maintenance services; office equipment vendors for periodic maintenance services, and etc.;

Process account payable and employee reimbursement;

Serve as LAB back up OA System Checker; confirm employees’ reimbursement transaction information fulfill system requirement;

Serve as receptionist of Los Angeles Branch; answer and direct phone calls with a professional and courteous manner;

Timely and accurately reconcile service invoices and supporting documents to NYB-OSD for payment; and update payment details periodically;

Provide mailing services to all departments;

Assist to maintain Los Angeles Branch’s fixed asset inventory and arrange annual disposal of write off items;

Maintain in-house and off-site filing and storage system; retrieve / dispose documents / files when needed;

Assist Team Lead in monitoring project progress and schedule;

Performing third party vendor management and due diligence, and service vendor onboarding / offboarding activities;

Provide administrative supports to expatriate staff; e.g. housing arrangements, driver license and social security application, and etc.;

Act as Branch Record Coordinator in coordinating the Record Retention Policy and Procedure

Perform any other duties and special projects as assigned by supervisors and/or Branch Management.

Human Resources, IT and Office Security Duties

Coordinate trainings, and keep detailed training records of Los Angeles Branch;

Act as floor warden of Los Angeles Branch for office security and safety purpose;

Assist IT Team with daily computer related matters, e.g. IT Bulk Purchase, Phone System, and etc.;

Assist Team Head in coordinating Business Continuity Plan, Office Alarm and CCTV System, Office Spare Keys Log.

Risk Management

Prepare various risk management reports, e.g. Enterprise Risk Assessment, Risk Assessment and Control Report, Vendor Due Diligence, and etc.;

Perform due diligence and analysis on service vendors of Los Angeles Branch; responsibilities include but not limited to vendor on-boarding and off-boarding processes;

Ensure adequate and appropriate vendor documentations in place; work closely with relevant departments of New York Branch on vendor risk management;

Assist Team Head in coordinating with relevant departments of New York Branch on all contractual issues;

Assist in and prepare documents for periodic QC/QA testing; take corrective actions in response to findings;

Assist in internal and external audits, take corrective actions on response to audit findings;

Perform any other compliance and risk related duties as assigned by supervisors and/or Branch Management.

Qualifications:

Bachelor’s degree with major in Business Administration or other related disciplines is required at the time of hiring; Master’s degree is highly preferred.

Internship experience in Business administration and/or vendor management experience in banking industry is preferred

Ability to multi-tasks, adapt well to changing priorities, and effectively prioritize workflow to meet critical deadlines

Excellent analytical, interpersonal, verbal and written communication skills

Proficient in Microsoft Outlook, Word, Excel, and PowerPoint

High degree of professionalism, quality work and attendance

High level of integrity and sense of risk control

Bilingual is highly preferred (ability to read, write, speak and comprehend English & Chinese)

Pay Range

Actual salary is commensurate with candidate’s relevant years of experience, skillset, education and other qualifications.

USD $50,000.00 - USD $70,000.00 /Yr.