Office Manager

About the job

Hong Kong, China

Your Role

Do you enjoy a fast paced, creative environment surrounded by bright and driven colleagues? Do you approach every challenge with a can-do spirit? Use your passion for service and attention to detail to help the Gensler team bring designs to life. As an Office Manager, you will provide administrative support to a team of industry-leading designers and architects. You’re at the heart of the office’s activities and the soul that keeps it moving forward. The Office Manager act as an ambassador for the office and a liaison between their directors/principals and many others.

What You Will Do

Meetings and Calendar

• Weekly/Monthly Staffing meeting agenda/ meeting notes/meeting setup, etc
• Maintain Weekly Office Meeting calendar invitation for the office
• Annual Meetings (schedule office’s PDP’s, etc)

Office Maintenance/Travel arrangement

• To find the right supplier for office supplier, travel agency and hotels, and manage the suppliers
• Supplies/Business Cards and order marketing material from FW
• Equipment (Communicate IT issues for the office)
• Support on IT duty on laptop maintain and purchase accessories when needs, work close with Regional IT team on IT related equipment upgrade, daily support to the team if they have IT issue (simple training will provide)
• Assist with booking flights/hotels and cars upon pre-approval if needed
• Operate telephone switchboard to answer main office phone number and take messages;
• Answer door bell, greeting persons entering office and guide them to meeting room;
• Keep overall office tidy
• Work closely with Managing Director for communication of office logistics, moves, building updates, etc.

HR Duties

• Assistant working permit application, visa if necessary, as well as to enter data in workday
• On round HR support: organize new hire onboarding training and support, interview arrangement and set up, member changes on insurance coverage, work close with HR team to support on any policy from the firm

Files

• Help maintain and keep hard copy filing organized
• Ensure proper electronic filing standards

Vision

• Make sure studio submits timecards by 12PM Friday and Expense on time
• CRM entry if needed

Project Administration (as needed)

• Transcribe or take meeting notes
• Help with creating presentations using PowerPoint, etc
• Assist with Project finish submittals and help on deadlines.

Assistant to Managing Director

• Manage the Managing Director’s calendar, screen incoming calls and other general administrative duties
• Arrange travel for Managing Director and visitors, as needed
• Assist with collection of timecards and expense reports for approval
• Generate, compose and issue business correspondence as appropriate
• Coordinate and attend Operation Meetings, including setting up, taking notes and managing follow up activities (distribution, knowledge sharing, action items, electronic and hardcopy filing)
• Additional tasks and special projects, as assigned

Your Qualifications

• Bachelor’s degree and minimum 8-10 years experience in a similar role
• Excellent verbal and written communication skills in Mandarin, Cantonese and English
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc)
• Professional appearance and demeanor
• Ability to problem solve, both individually and as part of a team
• Responsive and proactive approach, with strong follow-through skills
• Excellence in working in a fast-paced, deadline driven environment
• Strong attention to detail, highly organized and strong time management skills
• Must be organized, efficient and enjoy working with a team as well as work independently
• Ability to multi-task and prioritize
• Be trusted to deal with confidential issues (both personal and business)
• Ability to travel if required

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests. We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical insurance, social insurance, paid holidays, and paid time off. We also offer profit sharing, and twice annual bonus opportunities. As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. We view our professional development programs as strategic investments in our future.