Administrative Specialist - Events and Facilities

ABOUT SHEIN

SHEIN is a global online fashion and lifestyle retailer, offering SHEIN branded apparel and products from global network of vendors, all at affordable prices. Headquartered in Singapore, SHEIN remains committed to making the beauty of fashion accessible to all, promoting its industry-leading, on demand production methodology, for a smarter, future-ready industry. Founded in 2012, SHEIN has more than 16,000 employees operating from offices around the world, and continues to expand operations globally. Join SHEIN and be the future!

About the Role

We are seeking an Administrative Specialist to support the management of administrative and facilities-related operations, ensuring efficient service delivery, effective vendor management, cost control, and a high-quality employee experience.

This role will act as an important operational partner for internal teams, coordinating administrative demands, supporting corporate events, managing vendor relationships, and monitoring budgets and service performance.

The professional will also contribute to continuous improvement initiatives, identifying opportunities to optimize processes, improve service quality, and increase operational efficiency.

Key Responsibilities

Vendor Management

Support the management of the Administrative and Facilities vendor portfolio , including cleaning, transportation, catering, maintenance, accommodation, and corporate events. Conduct quotations, analyze and compare proposals, and support contract negotiations to achieve the best cost-benefit relationship. Monitor vendor SLAs, quality standards, and performance indicators , identifying deviations and supporting corrective actions when necessary. Support contract renewals and renegotiations in partnership with the relevant subject-matter experts. Maintain effective relationships with vendors and ensure alignment with company standards, operational requirements, and service expectations.

Internal Events

Support the planning and execution of internal company events, including onboarding programs, celebrations, training sessions, workshops, and other corporate initiatives . Coordinate event logistics, including venues, catering, equipment, communications, and supporting vendors. Manage event budgets, timelines, and operational requirements, ensuring activities are delivered according to plan. Prepare supporting materials for events, including visual assets, communications, and operational documents . Collect and analyze participant feedback and identify opportunities to continuously improve the employee experience.

Budget and Cost Management

Monitor monthly and annual budgets for the areas under management, in partnership with the respective specialists. Track expenses and identify opportunities for cost reduction, resource optimization, and process efficiency . Support the preparation of dashboards, reports, and management presentations to provide visibility into operational performance and costs. Ensure administrative activities are aligned with approved budgets and financial guidelines.

Operational Support

Act as a key point of contact for internal client areas, understanding their needs and coordinating appropriate solutions. Support continuous improvement projects within Facilities and Administrative Operations . Coordinate with internal stakeholders, including HR, Finance, Labor Relations, Procurement, EHS, and other business areas , to ensure smooth execution of administrative initiatives. Identify operational gaps and proactively propose solutions to improve service quality, efficiency, and employee experience. Support the implementation and standardization of administrative processes and operational controls.

Requirements

Bachelor’s degree in Business Administration, Facilities Management, Engineering, Hospitality Management , or a related field. Previous experience in Facilities, Administrative Operations, Workplace Management, Vendor Management , or related areas. Experience managing vendors, conducting quotations, supporting negotiations, and monitoring service performance. Experience with budget tracking, cost control, and operational reporting . Strong organizational and project coordination skills, with the ability to manage multiple priorities simultaneously. Strong communication and interpersonal skills, with the ability to build effective relationships with internal stakeholders, vendors, and employees at different organizational levels . Advanced English proficiency in written and spoken communication is required, due to frequent interaction with expatriates and international stakeholders. Intermediate to advanced proficiency in Microsoft Office, particularly Excel and PowerPoint .