General Affairs Administrative Specialist

Glovis EV Logistics America•Ellabell, GA

About The Position

The Administrative Specialist supports daily operations across offices and facilities by managing office supplies, equipment, vendor relationships, onboarding logistics, travel coordination, fleet administration, and company events. The role helps maintain a well-functioning workplace, supports employee engagement, and contributes to operational excellence in a fast-growing organization. The Specialist oversees purchasing and facility needs, supports employee onboarding, administers travel and vehicle programs, manages vendor invoices and assets, and assists with events and VIP visits. The position also supports insurance administration, ESG and headquarters reporting, mail and package handling, expatriate services, and annual business planning and budget preparation. The role reports to the General Affairs Manager and is scheduled for first shift, Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour lunch. It routinely uses standard office equipment, including a laptop and mobile device. Work involves extended periods of sitting, typing, and computer use, with occasional lifting or transporting office items. Reasonable accommodations will be provided as needed.

Requirements

Bachelor's degree in Business Administration, Business Management, or a related field, or equivalent experience.
At least one year of experience in General Affairs, administrative operations, or corporate office management.
Experience with departmental budgeting and vendor management.
Strong organizational, communication, and interpersonal skills.
Ability to develop, implement, and manage operational processes.
Goal-oriented, customer-focused, and results-driven mindset.
Proficiency in Microsoft Word, Excel, and PowerPoint; assessment required.
Proven time-management skills.

Nice To Haves

Automotive industry experience.
Strong ability to collaborate with stakeholders across departments and with external vendors.

Responsibilities

Manage routine and non-routine purchases for office supplies, equipment, and facility needs, and maintain adequate stock across locations.
Maintain vendor relationships, negotiate pricing, and identify additional supplier options.
Oversee shared office equipment and facility assets, including printers, water purifiers, and coffee machines.
Support workplace improvement initiatives by addressing employee concerns and implementing corrective actions.
Organize documents according to corporate information security policies.
Prepare new-hire workstations with name tags, drawer keys, badges, and supplies.
Support new-hire orientation by providing information about uniforms, PPE, devices, and facility resources.
Distribute uniforms and safety gear and maintain inventory records.
Send weekly new-hire announcements and maintain the employee directory and device inventory.
Design and administer the internal travel program and coordinate timely invoice processing with departments.
Process business trip requests, obtain approvals, and coordinate quotes and confirmations with the travel agency.
Administer the company auto lease program, including vehicle ordering, titling, registration, and monthly invoice management.
Track mileage logs and maintain fleet documentation.
Reconcile and submit monthly invoices for office services, vending, janitorial, water, printing, telecom, and other General Affairs vendors.
Coordinate vendor service requests, equipment swaps, and facility needs.
Conduct annual vendor research to evaluate cost-effectiveness and support contract renewals.
Maintain electronic and physical invoice records and ensure accurate electronic document submissions.
Maintain fixed asset records for office furniture, equipment, and General Affairs-managed assets; update asset databases and support multi-department audits.
Manage inventory of uniforms, PPE, office supplies, and VIP supplies; track gift distribution and maintain the company gift ledger.
Assist HR and General Affairs with planning and executing company events, wellness programs, and employee engagement activities.
Prepare facilities for VIP visits, including meeting rooms, lobby signage, refreshments, and PPE.
Photograph VIP tours and employee recognition programs.
Ensure proper flag protocol for Korean VIP visits and maintain flag condition.
Support property insurance administration, including renewals, policy tracking, and expense submissions.
Assist with ESG initiatives, headquarters reporting requirements, and corporate program documentation.
Maintain organized records for headquarters-related projects and compliance activities.
Manage incoming mail and packages across designated facilities and keep storage areas organized.
Review and process BPMS requests daily, including meeting room reservations, visitor requests, and General Affairs approvals.
Post and remove meeting-room reservation signage as needed.
Assist incoming Korean expatriate team members with housing, utilities, documentation, driver's licenses, and school enrollment for children.
Participate in annual business planning and support General Affairs budget preparation.
Monitor spending, track expenses, and maintain year-round budget spreadsheets.
Coordinate with HR and Finance on approvals and allocations.