Jessica (Chaowei) Zhang
Beijing,SX
Summary
Detail-oriented team player with extensive experience in leading administrative functions for multinational organizations. Proven expertise in developing and implementing efficient processes that enhance operational effectiveness across diverse regions. A strategic thinker with a track record of optimizing resources, managing cross-cultural teams, and ensuring compliance with international regulations. Known for driving cost savings, improving workflow efficiencies, and fostering a collaborative and inclusive work culture.
Overview
16
16
years of professional experience
Work History
Head of Global Administration
Grok Global Services
02.2021 - Current
- Oversee administrative functions across multiple geographies, ensuring consistent and standardized processes while accommodating regional variations and requirements.
- Lead and manage a team of administrative professionals dispersed across different geographies. Provide guidance, support, and professional development opportunities to ensure a high-performing and cohesive team.
- Manage global office facilities, including space planning, office logistics, and maintenance. Ensure a safe and comfortable working environment for employees in all locations.
- Manage global travel desk, including policy development, travel booking processes, and expense management. Coordinate logistics for business travel and ensure compliance with travel policies.
- Responsible for the creation of accurate and timely invoices. Oversees the billing or invoicing system, ensuring that it is updated, accurate, and aligned with financial standards. Verifies the accuracy of invoice details, such as client information, pricing, and relevant data to prevent errors.
- Acts as a point of contact for clients regarding invoicing inquiries or discrepancies, maintaining positive relationships. Ensures compliance with legal and regulatory requirements related to invoicing, staying informed about changes in relevant laws.
- Establishes and communicates payment terms to clients and monitors and follows up on overdue payments. Generates reports for management regarding the status of accounts receivable, outstanding payments, collections, and any issues requiring attention.
- Implement and maintain administrative systems and technology tools that enhance efficiency, collaboration, and communication across global offices. This may include project management tools, communication platforms, and administrative software.
- Facilitate effective communication and collaboration among global administrative teams and other departments. Foster a culture of teamwork and information sharing.
- Supported various work-related matters to ensure compliance with local regulations and the smooth functioning of daily operations in PEO countries.
- Provide regular reports and updates to senior leadership on the performance of global administrative functions, including key metrics, challenges, and opportunities.
Senior Administration Manager
Grok Global Services
02.2016 - 01.2021
- Provide leadership and direction to the administrative team. Supervise and manage administrative staff, ensuring effective communication and collaboration.
- Oversee facilities and office space management. Coordinate maintenance, security, and other related services to ensure a safe and productive work environment.
- Manage relationships with external service providers, suppliers, and vendors. Negotiate contracts, monitor performance, and ensure cost-effectiveness.
- Develop and manage budgets for administrative functions. Monitor expenditures, identify cost-saving opportunities, and ensure financial accountability.
- Calculating and processing employee salaries and wages based on hours worked, overtime, bonuses, and other compensation components. As well as employee deductions for benefits, retirement contributions, health insurance, and other voluntary deductions.
- Manage the invoicing process, maintain company-wide invoicing schedule for all clients, ensure all invoicing changes are captured, such as service fee increases, new clients etc. Properly attribute invoice line items for accounting purposes.
- Travel and procurement Desk management. In working with dedicated staff member provide travel and procurement and reporting services to all Grokkers.
- Worldwide office and facilities management. Directly in China, and outside of china in conjunction with local entity management.
- Collaborate with senior leadership to align administrative functions with organizational goals and contribute to overall strategic planning.
Administration Manager
Grok Global Services
02.2013 - 01.2016
- Lead and manage administrative staff, providing guidance, training, and support. Foster a positive work culture and encourage professional development within the administrative team.
- Oversee the management of office facilities, ensuring a safe, clean, and efficient working environment. Coordinate maintenance, security, and space utilization.
- Manage relationships with vendors and service providers, negotiating contracts, and ensuring cost-effective services. Evaluate and select vendors based on quality, cost, and reliability.
- Develop and manage budgets for administrative functions, monitoring expenditures and identifying cost-saving opportunities. Ensure financial efficiency in areas such as office supplies, facilities, and services.
- Oversee travel arrangements for employees, ensuring compliance with travel policies and cost-effectiveness. Coordinate with travel logistics, bookings, and accommodations if necessary.
- Coordinate and manage events, meetings, and conferences, including logistical arrangements, catering, and overall event coordination. Ensure seamless execution of both internal and external events.
- Develop and implement administrative policies and procedures to ensure consistency and compliance across the organization. Update policies to align with changes in regulations, industry standards, and Grok needs.
Administrative Assistant
Grok Global Services
11.2011 - 01.2013
- Oversee the day-to-day operations of the office, including maintaining office supplies, equipment, and facilities. Negotiated contracts with vendors and suppliers for office supplies, equipment and services.
- Manage and respond to emails, phone calls, and other forms of communication. Serve as a point of contact between Grok and external parties.
- Arrange travel plans, including booking flights, accommodations, and transportation. Prepare itineraries and ensure travel logistics are in order.
- Provide general administrative support to different departments. Assist with tasks such as filing, copying, scanning, and mailing.
- Track and manage expenses for all Grokkers, including processing receipts, creating expense reports, and liaising with the finance department.
- Support various projects by coordinating tasks, tracking timelines, and ensuring project documentation is organized.
- Handle sensitive information and maintain confidentiality. Adhere to privacy and data protection policies.
- Assist with basic IT issues, troubleshoot technical problems, and coordinate with the IT department for more complex issues.
- Assist in planning and coordinating events, conferences, or workshops. Handle logistics, invitations, and other event-related tasks.
- Demonstrate professionalism in interactions with colleagues, clients, and other departments. Uphold the organization's image and standards.
Assistant to Counsellor
Embassy Of Nepal
03.2008 - 10.2011
- Provide administrative assistance to the counselor, including managing schedules, handling correspondence, and organizing appointments and meetings.
- Assist in preparing and drafting official documents, reports, and correspondences. Ensure accuracy and adherence to diplomatic protocols.
- Act as a liaison between the counselor and other embassy staff, government officials, and external stakeholders. Handle phone calls, emails, and other forms of communication on behalf of the counselor.
- Be knowledgeable about diplomatic protocols and etiquette. Ensure that all interactions and events adhere to established diplomatic norms.
- Assist with the counselor's travel arrangements, including booking flights, accommodations, and transportation. Prepare travel itineraries and ensure all necessary documents are in order.
- Conduct research on relevant topics, prepare briefings, and provide the counselor with necessary information for meetings, events, or diplomatic engagements.
- Support the planning and execution of official embassy events, receptions, and other diplomatic functions. Coordinate logistics, invitations, and protocols.
- Provide translation and interpretation services as needed, ensuring accurate communication between the counselor and outside parties.
- Maintain organized filing systems and records for diplomatic documents, correspondence, and official communications.
- Stay informed about diplomatic and international affairs. Attend relevant training and professional development opportunities to enhance skills and knowledge.
Education
Master of Arts - Accounting And Business Finance
University of West London
London, UK07.2007
Bachelor of Arts - Business Studies
University of West London
London07.2006
Skills
- Organization and Time Management
- Supervision and Leadership
- Computer Skills
- MS Office
- Conflict Resolution
- Critical Thinking
Timeline
Head of Global Administration
Grok Global Services
02.2021 - Current
Senior Administration Manager
Grok Global Services
02.2016 - 01.2021
Administration Manager
Grok Global Services
02.2013 - 01.2016
Administrative Assistant
Grok Global Services
11.2011 - 01.2013
Assistant to Counsellor
Embassy Of Nepal
03.2008 - 10.2011
Master of Arts - Accounting And Business Finance
University of West London
Bachelor of Arts - Business Studies
University of West London
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