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Department Coordinator

Date: May 21, 2018

Location: Shenzhen, China, CN

Company: HARMAN International

Requisition Id : 105423 

Additional Work Location(s) ​​​​​:  

Position Summary:.


Excellent English skills are a firm requirement, as this position will translate technical discussions between Chinese and English. This position will perform a variety of administrative clerical tasks for a technical executive using advanced office skills, knowledge of organization's policies and procedures, and a proactive ability to follow through with assigned tasks.  This role will work with confidential information on a regular basis, so discretion and the ability to maintain confidentiality are critical.  Will provide high-level administrative support by conducting research, preparing meeting minutes, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and representing upper management. 


Supervisory Responsibilities:


This position does not have any direct or indirect reports.  However, the ability to influence staff to accomplish departmental goals will be critical.


Job Responsibilities:



  • Act as an extension of the Executive by instructing and influencing staff, completing assigned tasks, and proactively solving potential problems.
  • Create Purchase Requests (PR) and Purchase Orders (PO) for purchasing engineering tools and equipment, materials for prototype builds, tooling, samples for testing, and regulatory certifications.  Includes gathering quotations and tracking payment status.
  • Enter Goods Receipts (GR) into system to allow payment and submit Payment Request to Finance after goods are received and commercial invoices are received.
  • Maintain records for all PR/PO/GR activity.
  • Create and maintain vendor information in SAP.
  • Perform regular physical inventory of test and office equipment.
  • Perform English/Chinese translation for technical and organizational discussions.
  • Coordinating office, travel, and lodging coordination for non-Chinese technical staff who come to China for extended training and product development.
  • Represent the department in activities involving our major office move.
  • Develop expertise in company policies and procedures, including a thorough understanding of organizational structure and decision-making processes.
  • Prepare for onboarding new employees:  Order computers, IP Phone, desk and supplies, security cards, software, logistics, etc.
  • Assist with recruiting.  Schedule interviews, book meeting rooms, greet and place candidates.
  • Attend project and departmental meetings and publish accurate and thorough meeting notes.
  • Prepare and compose basic correspondence, reports, and memorandums from instructions of the supervisor, using more advanced features in computer programs such as Microsoft PowerPoint, Excel, Word, and Outlook.
  • Arrange for domestic and international business and travel schedules, proactively coordinating the pre-planning of trips with various internal functions, while maintaining each individual’s personal agenda. 
  • Promote the corporate image by representing the organization internally and externally.
  • Maintain and update the tracking system or department related databases including financial documents. 
  • Budget responsibility for all costs associated with departmental supplies. Includes order preparation, tracking, and annual budgeting of costs.
  • Prepare internal and external presentations through several refinement cycles into final document form for review by upper management. 
  • Submit expense reports on behalf of numerous staff members, approve and/or deny reports on behalf of supervisors, and have the ability to use discretion when approving or denying such reports. 
  • Submits reports specific to supervisor’s staff schedules and cost center transactions, maintaining this information on hand for direct communication. 
  • Schedule and maintain calendar appointments, set up meetings and prepare, type, and distribute itineraries. 
  • Order supplies and maintain office equipment.
  • Set up and maintain file system; carry out routine office procedures, such as photocopying, filing, etc.
  • Organize incoming visitors’ travel and sustain a relationship between visitor and face of the company.  
  • Organize annual dinners, team building, family day, one-day outings, etc.
  • Train new recruits of company logistics.



Basic Qualifications:


  • Bachelor’s degree.
  • Fluent in written and oral English.
  • 5+ years of related administrative experience.
  • Highly proactive with the ability to understand and accomplish assigned tasks.
  • Effective oral and written communication skills, excellent interpersonal skills.
  • Highly experienced in MS Office applications, including Word, Excel, and PowerPoint.
  • Logical thinking with demonstrated problem-solving skills.
  • Extremely punctual and reliable.
  • Experience working with executives.
  • Considerable knowledge of principles and practices of executive administration.
  • Technical aptitude with the ability to engage in a variety of project work.
  • Ability to maintain official documents and records, recognizing confidentiality of sensitive information.



Preferred Qualifications & Desired Competencies:


  • Experience working in an engineering or R&D group.
  • Experience with shared workspaces such as Microsoft SharePoint or Confluence.
  • Familiarity with SAP and ability to extract cost and manufacturing details from database. 
  • Strong self-confidence and the ability to express well-reasoned opinions.
  • Creative thinker with refined opinions in design and aesthetics.
  • A strong interest in music.



Required Work Traits/Competencies


  • Excellent listening skills and the ability to thoroughly understand assignments and goals.
  • Motivated to take 100% ownership of assigned tasks.
  • Willing to continuously develop new skills take on increasingly complicated challenges.
  • Willing to put in the necessary time and commitment to successfully complete tasks.
  • Ability to propose, communicate, and implement solutions for difficult challenges.



Eligibility Requirements:

  • Willingness to travel locally 10% of the time.
  • Willingness to work in Shenzhen, PRC.
  • Willingness to submit to a background screen and a drug test.

HARMAN ( designs and engineers connected products and solutions for automakers, consumers, and enterprises worldwide, including connected car systems, audio and visual products, enterprise automation solutions; and services supporting the Internet of Things.  With leading brands including AKG®, Harman Kardon®, Infinity®, JBL®, Lexicon®, Mark Levinson® and Revel®, HARMAN is admired by audiophiles, musicians and the entertainment venues where they perform around the world. More than 25 million automobiles on the road today are equipped with HARMAN audio and connected car systems. Our software services power billions of mobile devices and systems that are connected, integrated and secure across all platforms, from work and home to car and mobile. HARMAN has a workforce of approximately 30,000 people across the Americas, Europe, and Asia. In March 2017, HARMAN became a wholly-owned subsidiary of Samsung Electronics. HARMAN is an Equal Opportunity /Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or Protected Veterans status.  HARMAN offers a great work environment, challenging career opportunities, professional training and competitive compensation. Looking for a challenge where your experience is valued? Come see what you can achieve as a leader with HARMAN!  (

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