• Office Manager (Mandarin)

    Job Location(s) US-NY-New York
    Posted Date 3 weeks ago(11/27/2018 12:41 PM)
    Job ID
    Position Type
    Contract (Full-Time)
    # of Openings
  • Overview

    Duties of Office Manager


    Identifies office renovation project requirements by gathering internal team data, analyzing operations, determining project scope and documenting results;

    ·       Design data collection processes such as questionnaires, surveys, interviews, direct observations, test & experiment to capture data relating to renovation project requirements from employees

    ·       Collect data and evaluate results in conjunctional with company renovation policies & standards, industry practices, local regulations, budget and resources to determine projects scope

    ·       Submit and communicate project requests report with upper management, address questions & concerns raised

    ·       Coordinate the activities of design professionals and construction contractors to ensure projects are completed within time, cost, and quality constraints


    Manage the procurement of office inventory and property/ equipment;

    ·       Collect and analyze procurement requirements

    ·       Develop office procurement procedures and report to ensure office inventory, property and equipment are procured in a timely manner, that is also in sync with the company policies and budget

    ·       Ensure the procurement of inventory, and property/equipment made in compliance with designed procedure, continuously review procedure to increase efficiency


    Review vendor contracts and proceed procurement through cost-effective bids and negotiates with suppliers to meet quality, delivery, and cost objectives;

    ·       Source, research, contact and screen new vendors

    ·       Design and manage the bidding process per project requirements and company policy

    ·       Review and evaluate vendor quotation/bid based on cost/benefit analysis

    ·       recommend the award of contract in a fair and unbiased manner based on quality, delivery and cost objectives

    ·       Review vendor contracts with upper management, legal and finance teams l

    ·       Continually manage relationships with vendors, review and evaluate the business need to change terms and source new vendors as necessary for maximum efficiency


    Analyze office growth based on headcount and lease duration to develop proper office expansion and renovation plan;

    ·       Perform work-space audit to analyze occupancy needs based on headcount growth history in conjunctional with growth expectations

    ·       Review lease duration and terms to identify if lease should be extended or to find new office spaces

    ·       Develop office renovation and expansion plan based on expected growth, lease terms, and organizational requirements

    ·       Develop office renovation and expansion budge and project plans and schedules

    ·       Review, revise and communicate renovation and expansion plan based on updated data with upper management, finance team and any other stakeholders


    Research on market and industry on office space planning;

    ·       Research on industry space planning methodology, practices, tools, systems and innovations

    ·       Research on how to promote creativity, communication, collaboration through space planning & design

    ·       Evaluate the cost benefit of different of different space plans and formulate recommendations based on findings


    Identify deficiencies and areas for improvement and redesign office environment;

    ·       Benchmark local office practice with sister offices, Industry and market to find potential gap and areas of improvement

    ·       Conduct survey, review and identify unmet employee needs that could be met through cost effective office design improvements

    ·       Compile and maintain a prioritized list of repairs & improvements projects

    ·       Provide temporary solution while long term solution is being delivered


    Coordinate event logistics for a variety of meetings including liaising with vendors and participants;

    ·       Develop standardized event procedures

    ·       Plan and execute details of internal and external events, to ensure consistency, quality, cost effectiveness, promote organizational culture, brand image and attract talents

    ·       Research, perform cost analysis, and hire suitable vendors based on appropriate budget

    ·       Manage, train and lead event staff

    ·       Maintain event records and notes, provide feedback for future use


    Maintains quality service by establishing and enforcing organization standards;

    ·       Establish and maintain a database of policies, standards and procedures to ensure employee satisfaction and internal efficiency

    ·       Measuring results against standards and making adjustments as needed

    ·       Collect, analyze and review operational data to ensure compliance with all building codes, health & safety, environmental and risk management policies and other company procedures

    ·       Plan and implement operations ticketing system and document & data retention methods and processes

    ·       Take a long-term view and propose organizational process or policy changes


    Responsible for annual and monthly budget development, analysis, and proposal;

    ·       Develop and maintain budget, book keeping register and reports

    ·       Create, track, analyze and report the OPEX budget allocated towards facility maintenance, utilities, and supplies

    ·       Create, track, analyze and report the CAPEX budget allocated towards capital improvements projects

    ·       Conduct strategical analysis of costs to determine areas of cost reduction and increase operational efficiencies

    ·       Develop of budget forecast based on historic spending pattern and growth factors

    ·       Prepare, review, communicate and adjust budget proposal with finance team and upper management


    Oversee facilities management, ensure annual property insurance, corporate statement is timely filed with City and State office; annual tax report is timely filed and paid with City and State office;

    ·       Oversee and coordinate outsourced service staff and external vendors to ensure quality of service, timeliness of response, and resolution

    ·       Coach and counsel facilities operation staff, when needed. Ensure facilities operation staff are treated in a fair and equitable manner.

    ·       Identify any additional staffing needs in the areas of Facilities and Office Services

    ·       Respond to issues & emergencies, perform root cause analysis to determine underlying reason

    ·       Coordinate with building management to leverage lease agreement to full potential

    ·       Develop and oversee preventative maintenance programs to maximize facilities reliability and operation effectiveness

    ·       Maintain asset register and manage administrative assets and equipment. Ensure correct recorder is maintained on the company’s asset tracking system

    ·       Review property insurance in compliance with master policy

    ·       Ensure Corporate statement, tax report is correctly filed to appropriate authorities




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