Receptionist & Administration Specialist

The Shanghai Fashion Training Centre

Role: Receptionist & Administration Specialist
Reporting hierarchically to: Finance Manager
Location: Shanghai


job summary 

The job consists in organizing and warranting a high standard management of Reception in The Shanghai Fashion Training Centre.

The Reception will manage and sort incoming phone calls, welcome guests and perform daily administation tasks.

key purpose of the role

  • To ensure the opening and closing of the Training Centre, maintaining security by following procedures; monitor logbook; regularly monitor the coming in and coming out of the Training Centre
  • To welcome visitors, providing them with necessary information and/or orientation service, answer/forward incoming calls
  • To manage students, teachers and visitors’ attendance
  • To manage switchboard with incoming phone calls, take notes and forward messages to the relevant offices
  • To provide general support for: shipments, typing documents, internal translations
  • To manage the storeroom; organize stationery orders and office supplies, and liaise with suppliers to meet business requests
  • To students support (if needed, provide them with general information and support), class facilities arrangement, model fitting arrangements, tutor request support
  • To manage mails and the shipment process for national and international couriers
  • To organize national and international business trips for staff (flights, hotels, taxis etc..) and headquarters through the travel agency specified by the Top Management
  • To provide support to the Chief Operating Officer (COO) Mainland China
  • To set up rooms for meetings and events
  • To record incoming payments from students for paper and printing fees
  • To verify, together with the admission department, that students paid the invoices and that Sinapto is correctly updated
  • To support the Admission department to make sure the correct tuition fee collection for credit card payment and give support to student service when is requested in the same activities
  • To prepare the match between  invoice and cost approval form (CAF) , MAF or any other authorization document
  • To send to the external chartered accountant all the invoices, after having properly verified that these have been properly approved
  • To keep archive of Company’s contracts
  • To liaise with the chartered accountant in the administration work, this including the work necessary for the completion of the Monthly Closures
  • To support the Headquarter in analytical analysis
  • To keep administrative relationships with Bank
  • To make sure and control that employees follow the Company processes in terms of cost “authorization forms”, in particular with reference to travel expense notes
  • To manage Cash handling, payments, travel cost control
  • Communication with all company vendors to ensure office daily running
  • To support office facilities maintenance and cleaning management
  • To manage the library of The Shanghai Fashion Training Centre, make sure the proper management of the books, magazines and other resources
  • To support tutors working permit renew & application, visa application
  • To perform intern recruitment advertisements online publish and resume collection, and arrange interviews

education & skills

  • Bachelors Degree in accounting
  • Minimum 3/5 years of progressive administrative experience
  • Analytical skill
  • Analytical skills
  • Mother tongue Mandarin and English IELTS level 6.5 (mandatory)
  • Accounting expertise
  • Computer skills, particularly proficiency in Excel
  • Good knowledge of the office package
  • Residing in Shanghai
  • Team work skills, interest for education, fashion and design


Applicants are invited to send directly their CV with subject REF 107: Receptionist & Administration Specialist to the following e-mail address

Applications are open to candidates of all genders (L. 903/77), please include authorization for use of personal data according to the current Privacy directives (art. 13, D.Lgs. 196/03).


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