Bottega Veneta Administrative Officer

Location
Seniority Mid-Level
Department Human Resources, People & Culture
Industry Fashion, Apparel & Leather Goods
Posted Apr 10, 2026
Apply ⟼

Bottega Veneta seeks an Admin Officer in Shanghai to manage office operations, travel, reception and HR support.

Overview

Bottega Veneta is an Italian luxury house recognised for its artisanal leather goods and discreet, refined design language. The maison operates within the Kering group and combines traditional craftsmanship with contemporary creativity across global retail and corporate operations.

Role & Responsibilities

  • Perform daily office administration: meeting-room booking, candidate reception, invoice preparation for finance, filing and correspondence handling.
  • Manage reception duties: visitor registration, incoming call handling and internal call routing; maintain extension number allocation.
  • Coordinate travel bookings and expense closing: secure cost-effective flights and hotels per travel policy, verify invoices and submit travel costs to finance, update contracted hotel rates.
  • Oversee office supplies, pantry and small furniture procurement; monitor stationery levels and place orders as required.
  • Liaise with vendors and service providers for installation and maintenance of phones, networks, office equipment and periodic facility works; negotiate rates and service terms.
  • Supervise office housekeeping and subcontractor performance; schedule periodic carpet cleaning and pest control to ensure workplace hygiene.
  • Support HR operations: assist HRBP with regular HR reports, maintain HR data and manage visa / immigration processes for staff and business travel.
  • Prepare onboarding necessities (access cards, name cards) for new joiners and recover assets from departing employees; draft and circulate administrative communications.
  • Assist with admin budget control and monthly reporting (admin costs, attendance reports); support staff activities, festival events and annual dinner logistics.
  • Undertake ad hoc tasks and project support as assigned by the line manager.

Qualifications

  • Bachelor's degree or equivalent.
  • Minimum 4 years of relevant administrative experience.
  • Fluent spoken and written English.
  • Strong interpersonal skills; cordial and service-oriented manner.
  • Detail-oriented, resourceful, proactive and results-driven.

Skills

Office administration Travel management and booking coordination Vendor and facilities management Reception and visitor management Invoice review and expense submission HR operations support (visa, onboarding, reporting) Good computer skills Effective written and verbal communication Organisational and time-management skills

Experience

At least four years' experience in office administration, facilities coordination or similar roles; experience in travel coordination, vendor management and basic HR operational support preferred, ideally within a corporate or luxury retail environment.

Education

Bachelor's degree or equivalent

Workplace

The role is situated in Shanghai, Shanghai, China.

Culture

The maison emphasises craftsmanship, discretion and attention to detail, fostering a collaborative environment that balances creative excellence with operational rigour. Employees operate within an international, fast-paced luxury context where professionalism and respect for heritage are paramount.

About Cerulean

Cerulean is the definitive career portal for the global luxury industry. We match exceptional professionals with exclusive opportunities at the world's most prestigious brands. From haute couture and fine watchmaking to prestige beauty, hospitality, and boutique retail, Cerulean centralises luxury employment to help you find the career for which you were destined.

Apply For This Position ⟼

Frequently Asked Questions

A.

The luxury industry is characterised by a diverse and nuanced nomenclature. Esteemed houses frequently employ proprietary terminology, and even within a single organisation like Bottega Veneta, titles may vary across global markets to reflect local conventions. To ensure absolute clarity, Cerulean assigns a standardised, industry-coherent canonical title to every listing. However, it is worth noting that this role is functionally synonymous with «Office Administrator», «Administrative Coordinator», «Facilities & HR Coordinator», «Employee Services Coordinator», and other variations. Our sophisticated search architecture anticipates these variations, ensuring that inquiries using related terms will seamlessly yield the exact roles you desire.