Office Manager

About the Company:

Put your technology skills to work at SHL and help us revolutionize the workplace! SHL, People Science. People Answers. We have a current opening in our Hong Kong’s team for an Office Manager role. Come join us on our mission to transform workforces across the globe.

About the Role:

The Office Manager’s capabilities include, but are not limited to, the following:

Responsibilities:

• Government Relations - Helping to coordinate the submission and follow up on any queries from the government officials
• Makes sure all business and trade licenses are updated and follow-up regarding official approvals and permits to prevent unnecessary violation
• Accurately prepare and process office admin related documents
• Perform receptionist service and handle telephone enquiries
• Provide routine administrative assist, including travel arrangements, handle incoming enquires and visitors’ reception, contract filing, etc.
• Assist onsite/offsite event/assessment centers including arrangements for accommodation, travel & payment (if needed)
• Assist new hires on boarding process and preparation such as arranging the IT set up, workstation coordination etc.
• Providing updated information to insurance companies, government departments and providers to ensure correct premiums are processed and that we are compliant with local regulations.
• Being the local contact for local authority agencies.
• Ad hoc requests and analysis from Finance (office related)
• Answering ad-hoc requests from other departments on local queries such as benefits.
• Assisting Procurement/Head Office with operating and capital leases, including monitoring and managing business mobile phone subscriptions.
• Monitoring of lease contracts, such as office, parking spaces, coffee machines, photocopiers, etc., and escalating issues to Head Office.
• Liaising with appropriate stakeholders for building/equipment maintenance.
• Ordering of general office supplies and raising associated PO’s in Coupa
• Liaising with IT and Procurement to purchase mobile phones in line with broader corporate policies.
• Handling ad hoc requests from Head Office or from Facilities
• Assisting local managers with new starter IT equipment requests, and staff induction.
• Organize preventative maintenance of equipment i.e. AC, UPS, and AV
• Managing office security systems and access control
• Manage office cleaning contract ensuring good service
• Manage/oversea office moves
• Manage archiving and secure destruction of documents
• Liaise with head office with regards Health, Safety & environmental matters
• Amenability for post, couriers, and taxi bookings
• Provide support to the local commercial teams. Uphold and improve client satisfaction through continual product and proactive client discovery and communication
• Participate in process improvement activities to ensure productive and successful business relationships
• Help sales team to schedule Onboarding, Mid-Term Value Reviews, Renewal Calls, etc.
• Help to conduct onboarding training to the customers if Cantonese training is required
• Other ad-hoc projects assigned

Qualifications:

• Bachelor’s degree or equivalent
• Chinese/ English language is a must
• Previous experience in a similar role

Required Skills:

• Meticulous attention to detail.
• Good level of rational ability.
• Self-motivated and passionate about quality of work produced.
• Confinement to personal development.
• Confidence to encourage others where appropriate.
• Customer service approach to internal and external stakeholders.
• Good communication skills.
• Strong time management skills to balance regular monthly tasks with frequent ad-hoc requirements.
• Team player, and ability to assist other members of the business.