Careers

Role Objective

The IBS Administration Coordinator will assist the Head of IBS with a variety of tasks essential to the smooth operation of our Incubation Solutions (IBS) business. The main responsibility of this role involves managing documentation, facilitating communication with partners, and ensuring that deadlines are met in line with our operational objectives.

Key Responsibilities

1. Administrative Support

• Provide support to the Head of IBS by assisting with various individual tasks.
• Maintain assigned objectives within established working processes and direct instructions from the Head of IBS.

2. Documentation and Data Management

• Manage file structure and documentation for IBS customers in CRM and on Cloud.
• Update and maintain relevant customer data in work tools and systems.
• Ensure timely and quality information updates to the Finance department.
• Maintain mailing lists to IBS partners and employees

3. Working Infrastructure Maintenance

• Support the ongoing maintenance of the working infrastructure to optimize operational efficiency.
• Handle individual request for work environment of IBS-employees including CoWorking Center solutions

4. Monitoring and Reporting

• Monitor given deadlines to ensure the completion of tasks and reports.
• Prepare and distribute internal reports, including:
  • IBS Inventory reports
  • Basic customer reports for IBS
  • Risk assessment reports
  • Overdue payment updates in collaboration with the Finance team.

5. Communication and Information Distribution

• Distribute defined information to IBS partners and employees as required.
• Serve as a central point of contact for IBS employees, providing support on functional topics.

6. Technical Support for Onboarding and Offboarding:

• Facilitate the technical onboarding and offboarding processes for IBS partners and employees according to established workflows.

7. Financial Processing

• Handle IBS-related purchase and payment processes on behalf of IBS partners.
• Manage administrative and system-related tasks for effective financial operations.

8. Procurement Responsibilities

• Handle procurement processes related to IBS on behalf of IBS partners.

Qualifications

• Bachelor's degree in Business Administration, Management, or a related field.
• 2-3 years of experience in administrative support or operational/project coordination roles; experience in operating CRM systems and cloud-based documentation is highly preferred.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Ability to monitor deadlines, prepare reports, and assess risks effectively with attention to detail in documentation and data management.
• Strong customer service orientation to provide support to various stakeholders while working collaboratively within teams and across departments.
• Proficiency in Microsoft Office Suite (Word, Excel, etc.) and basic understanding of financial processes and reporting is a plus.
• Excellent written and verbal communication skills in both Chinese and English; proficiency in German is a plus.
• Proactive, flexible, adaptable and reliable.

Responsibility

•  Drive and develop cooperation opportunities with target government department / authorities and transfer cooperation leads to business projects.
• Actively involve or lead projects in field of government cooperation, which includes but not limit to preparation of bidding material, close communication and coordination with stakeholders, project supervision and management, project closing and report preparation etc.
• Actively explore and promote projects related to helping German companies grow in China and Chinese companies go to Germany.
• Make resource/budget plan and lead the project execution team to achieve the project goals.
• Attend meetings/events and other relevant activities organized by government, maintaining good relationship with customers.
• Organize and receive the government visits with management team.
• Other tasks assigned by supervisor.

Qualification

• Bachelor’s degree or above, major in business, economic, public relationship, foreign affairs, or relevant field preferred.
•  7+ years of work experience with exposure in government related affairs with a certain understanding of the Sino-German business community.
• Good knowledge in business and government environment in North China and deep understanding of government organizations and working processes.
• Good negotiation skills and the ability to communicate with government officials.
• Good business acumen with solid business development and customer engagement experience.
• Good time management and problem-solving skills under both normal and urgent occasions, with the ability on multi-tasks in a dynamic working environment.
• A strong team player with good interpersonal skills, self-initiated and results-oriented.
• Be flexible and adaptable with innovative mindset.
• Can work under pressure and accept frequent domestic travels.
• Fluent in English & Chinese communication, German is a plus.

Your mission

• Shape our advocacy agenda towards the Chinese and German government and pinpoint challenges and opportunities within the economic policy landscape for over 5,000 German companies in China.
• Provide valuable economic policy analysis which serves as a basis for decision-making for German companies in China.

Your responsibilities

• You will identify and initiate actions around crucial policy topics which drive Sino-German relations.
• You will be liaising closely with the German, foreign, and Chinese business community in China to exchange on current issues.
• You will drive projects and topics forward, including gathering input from the business community and drafting a range of publications, such as advocacy papers.
• You will compile targeted and fast-response information and analysis for various Chinese and German stakeholders, including economic policy and economic indicators.
• You will develop engaging and convincing talking points, speeches, and presentations for representing the German companies interests at high-level meetings with Chinese and German government stakeholders as well as for briefing C-level company representatives.   
• You will be responsible for managing the communication of our advocacy publications across various channels and stakeholders, collaborating closely with the corporate communications team.
• You will prepare content for the media in close cooperation with the media relations team.
• Other tasks may be assigned as necessary.

Requirements

• Bachelor’s or Master’s degree in China Studies, East Asian Studies, Economics, Politics, Law, or another academic field relevant for this position
• 3 to 5 years of working experience in a similar or related field
• Strong analytical skills and understanding of Sino-German economic relations and the Chinese business environment
• Ability to navigate political sensitivities and to work in a fast-paced environment as well as high flexibility in adapting to projects as they arise
• Excellent communication skills, executive-level writing and editing skills
• A structured work approach and high attention to detail
• Strong sense of responsibility, reliability, and ability to observe confidentiality
• MS Office proficiency (Word, PowerPoint, Outlook, Excel etc.)
• Excellent German and English language skills required (written and verbal), fluency in Mandarin (written and verbal) preferred.

Responsibility：

• Assisting in the organization, planning, and on-site execution of large-scale business events.
• Following up with communications and coordination with Chinese and German enterprises, conducting information searches, data collection, integration, and statistics.
• Creating event-related copy and PPT presentations.
• Translating Chinese-English/Sino-German materials.
• Supporting other projects and administrative tasks.

Job Qualifications:

• Open to undergraduate and graduate students of all majors.
• Native Chinese speaker with excellent written and verbal English communication skills; German language proficiency is a plus.
• Demonstrated strong writing and translation capabilities.
• Proficiency in MS Office suite, with a focus on Excel and PPT.
• Excellent interpersonal, organizational, and coordination skills; proactive, detail-oriented, and responsible team player.
• Immediate availability; minimum 3-day-per-week internship, continuing through November 2025.

Responsibilities

• Conduct daily legal research
• Support on contract drafting, review and amendment
• Contract and documents translation (CN-EN/EN-CN)
• Other tasks assigned by supervisor

Requirements/Qualifications

• Bachelor’s degree or above with major in Law, should keep as student status during internship.
• Chinese native speaker, good proficiency in English, both in written and spoken. German is a plus.
• Good communication and coordination skills.
• Can work for at least 3 days per week for at least 3 months.