Overview
Work History
Timeline
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Vivienne Wu

Vivienne Wu

Saskatoon,Canada

Overview

26
26
years of professional experience

Work History

Administrative Officer

BeeRain Product & Packaging Inc
Saskatoon, Canada
09.2023 - Current
  • Prioritized and scheduled bakery tasks to meet production deadlines for various products
  • Managed administrative tasks, including drafting job postings, organizing resumes, and preparing employment letters
  • Ensured regulatory compliance by coordinating documentation renewal and implementing food safety regulations
  • Administered government policies and procedures for food handling, maintaining staff certifications and health records
  • Facilitated communication with customers, suppliers, and staff, managing emails and sick leave notifications
  • Analyzed customer feedback to drive product improvement and oversaw administrative operations for budgeting and event contracts
  • Conducted weekly financial checks to ensure accuracy and efficiency in financial management.

Admin Director

Global Logistic Properties（GLP)
08.2019 - 08.2022
  • Responsible for administrative affairs of GLP Shanghai headquarter, GLP Beijing Sub-HQ Office, financial Platform Zhangjiang Office and other branch offices
  • Lead and manage the firm’s Managers, Facilities and Administration to develop consistent best practices for local service and support across the firm
  • Work closely with direct reports to identify, evaluate, and address employee relations, morale, work performance, development and productivity opportunities and concerns
  • Provide regular analysis and evaluation regarding office operational opportunities and issues, as well as industry and competitive conditions
  • Plan and implement short- and long-term organizational strategies in areas of responsibility to maximize office operational efficiencies
  • Oversight of facility operations such as security, maintenance, catering and cleaning services, etc
  • Developing and managing budgets for departments within the company
  • Providing administrative support to executive leadership such as board members or company executives
  • Managing the day-to-day operations of an organization to ensure that it runs smoothly
  • Communicating with vendors to ensure that all orders are filled on time and that inventory levels are adequate
  • Regularly evaluate support functions and updates processes and procedures as necessary
  • Serve as a consensus builder to ensure consistency in the delivery of high-quality support and services and the application of best practices across all offices
  • Sorted out the SOP of each administrative business module in daily administrative work, and made the process online to form a closed loop of business
  • Establish inspection mechanism, track execution results, and continuously improve and perfect work quality
  • Committed to the efficiency of operating expenses, evaluated and screened procurement suppliers from various aspects based on service quality, timeliness and cost measurement, established supplier management system and supplier classification, so as to facilitate the quick selection of suppliers
  • Strengthen the management of the company's fixed assets
  • Periodically analyze asset data and control risks to improve the utilization rate of fixed assets
  • Focus on the improvement of office environment operation, create warm service experience and optimize the office administrative process.

Operation Director

Chiway Edication Grop-Overseas Chinese Academy Suzhou (OCAC)
06.2018 - 06.2019
  • Establish of new international school (K12) and a new kindergarten in Suzhou and other tasks as assigned by the Chiway HQ
  • Promoting excellence, equality and high expectations for all members of the school community
  • Creating a safe and productive learning environment that is engaging and fulfilling for all students, and ensuring child safeguarding and welfare is at the heart of the school
  • School Daily Operation Management: Day-to-day management, organization and administration and effectively deploying resources to achieve the school’s aims
  • Actively communicate with local Education Commission & Price Bureau for updated policy and procedure in terms of student enrolment in different age group
  • Supervise all operation functions and operation staff, including operation assistants and outsourcing staff
  • Effectively market the school to the local community with the aim of recruiting new students and retaining existing students to achieve a full school/agreed budgeted student numbers
  • Monitor performance of all operational staff under his/her supervision, and provide training to improve and standardize administration support staff capabilities
  • Allocate resources for logistical support when needed (school functions, PE, marketing etc)
  • Serve as the primary liaison to all school departments about the operation functions on campus
  • Facility Management: Be responsible for the facility management work of the campus, including but not limited to maintenance, renovations, new projects
  • Manage the school vendors and oversees management of campus outsourcing vendors including but not limited to catering, security, cleaning, facilities maintenance, bussing, campus sports fields and landscape maintenance and other third-party services; ensure ongoing monitoring and implementation of contracts; all aspects of lunch program/process for teachers
  • Procurement: Develops purchase specifications; selects suppliers, establishes bidding and ordering procedures and helps develop effective source document flow through the school
  • Review contract vendor requirements and compliance standards for school purchasing; Revise, renegotiate contract vendor agreements as necessary
  • Oversee and supervise purchasing policy and procedures including but not limited to pricing, competing bids, quality control and delivery
  • Fixed- assets Management: Oversee receiving processes and personnel to make sure work meets quality standards and is performed according to established procedures
  • Responsible for custody and safekeeping of school inventory (i.e.., inventory control)
  • Budgeting: Be responsible for school's operation & corporate purchase budget to ensure a healthy and balanced budget of the school
  • Information Technology: Manage the IT manager to set goals and manage objectives for IT staff including; network stability, e-mail, internet access and PBX stability for non-academic uses; Coordinate the IT components of new project development including school management and accounting software applications; Ensure IT staff provides timely and quality technical support.

Admin & Support Service Manager

Shanghai American School (SAS)
Shanghai, China
07.2014 - 06.2018
  • As senior leader provided oversight on all aspects of the campus operational
  • Responsible for relating annual administrative expenses and budget estimate, drafting and operating expenditure cost management, scheduling expenditures; monitoring costs; Accomplishes staff results by communicating job expectations; planning, monitoring, and enforcing systems, policies, and procedures; Vendor evaluation and management; Human Resource Management: Manage the administrative function and lead all support staff
  • Define responsibilities, information and support for staff and other stakeholders Manage recruitment, performance appraisal for all support staff
  • Monitor the relevant legal, regulatory and social requirements and the effect they have on school and staff
  • Facility & Property Management: Ensure the supervision of relevant planning and construction processes is undertaken in line with contractual obligations
  • Manage the maintenance of the school site including the purchase and repair of all furniture and fittings Ensure a safe environment for the stakeholders of the school to provide a secure environment in which due learning processes can be provided Ensure ancillary services e.g., catering, cleaning, transportation, receiving, etc., are monitored and managed effectively Responsible for office and faculty apartment relocation and renovation, space planning and logistics, environmental sanitation management and supervision
  • Manage the letting of school premises to external organizations, for the development of the extended services and local community requirements
  • Health & Safety: Ensure the school's written health & safety policy statement is clearly communicated and available to all people
  • Ensure the health & safety policy is implemented at all times; Ensure the maximum level of security consistent with the ethos of the school; Achievement: TMS (Transportation Management System) The TMS system could integrate school bus resources to ensure students' safety and supervision the quality of school bus service
  • Responsible for TMS project vendor selection, bidding, contract
  • Establish system function design, system development and implement
  • The TMS system allows users to obtain real-time and historical data pertaining to any student’s ridership on SAS buses
  • Some key features of the system are that users can search for the location of buses in real time, review historical data from the past week, as well as review current and past communications from the SAS transportation office.

Associate General Service Manager（Admin）

Shanghai Roche Pharmaceuticals Ltd.
Shanghai, China
12.2010 - 06.2014
  • As senior leader provided oversight on all aspects of the campus operational
  • Deputize for admin manager in her absence on all aspects of operational issues and reporting to deputy general manager; Organizing the office layout and maintaining supplies of stationery and equipment; Maintaining the condition of the office and arranging for necessary repairs; Design and launch online shuttle bus system, conference system, campus parking system to analysis data of operation and optimize service process
  • Organize monthly KPI inspection and according relevant results to design service improvement action plan; Conduct general service survey regularly to keep the high-quality service to the staffs
  • (twice a year, satisfaction rate above 80%); Develop internal administrative procedures and internal admin memo announcement etc.; Establish and lead food committee meeting to improve catering service quality regularly; Impalement new office building virescence engineering construction work with project team
  • Regional branch office & field office: Responsible for Roche 4 branch office and 18 field office daily operation, including office relocation and renovation, space planning and logistics, environmental sanitation management and supervision, facilities, equipment & stationary management; Achievement: RoSe Project I &II Successfully opened staff canteen (1000 PAX capacity) and No.21,22 office building, QC building (Rose project I) on November 2011
  • Design new office space and layout, lead and coordinate with external suppliers to provide the office relocation service for all department.

F&B Operation Manager

Shanghai Intercontinental Expo Hotel
Shanghai, China
01.2009 - 11.2010
  • Responsible for Chinese division operation of the hotel during shanghai Expo; Assists in planning and implementing procedures for special club events and banquet functions; Maintains appearance, upkeep and cleanliness of all food and beverage equipment and facilities; Monitors employee dress codes according to policies and procedures; Approves all product invoices before submitting to the accounting department; Manages physical inventory verification and provides updated information to the accounting department.

Senior Guest Relationship Manager

Singapore Star Cruise Co., Ltd.
08.1998 - 01.2009
  • Coordinate and organize passenger embarkation and disembarkation during port calls of international cruises, ensuring smooth tour operations
  • Provide professional tour guide services to passengers at various destinations, ensuring their safety and comfort
  • Manage and coordinate outdoor operations at cruise terminals, including directing passenger traffic and ensuring timely boarding and disembarkation
  • Coordinate and manage teams from contracted travel agencies, ensuring their timely arrival and departure at each destination as per the scheduled itinerary
  • Collaborate with port staff and other tourism service providers during cruise port calls to ensure passengers' needs are met
  • Assist and resolve any issues or queries passengers may have during their travel, ensuring the best possible travel experience.

Timeline

Administrative Officer

BeeRain Product & Packaging Inc
09.2023 - Current

Admin Director

Global Logistic Properties（GLP)
08.2019 - 08.2022

Operation Director

Chiway Edication Grop-Overseas Chinese Academy Suzhou (OCAC)
06.2018 - 06.2019

Admin & Support Service Manager

Shanghai American School (SAS)
07.2014 - 06.2018

Associate General Service Manager（Admin）

Shanghai Roche Pharmaceuticals Ltd.
12.2010 - 06.2014

F&B Operation Manager

Shanghai Intercontinental Expo Hotel
01.2009 - 11.2010

Senior Guest Relationship Manager

Singapore Star Cruise Co., Ltd.
08.1998 - 01.2009

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Vivienne Wu