Business Development

Office Manager

Experience Level: Mid

Position Overview:

We are seeking an experienced Office Manager in Shanghai for the Global Real Estate and Facilities Team who is looking for an exciting challenge in Shanghai. The ideal candidate will be highly organized, efficient, strategic and flexible and will be responsible for managing a 150-200 staff office. The position will require extensive knowledge of facilities management, office renovation/relocation project management, stakeholders’ management, financial management, security, general administration, process improvements, procurement, maintenance contracts, vendor management, environmental safety, housekeeping and managing company events.

With flexwork and more hybrid work expected Post COVID, this role is more critical to enhance the employee experience and enable our workforce to be productive. The Manager will be the key point of contact to the internal staff, manage the expectation and deliver high level of service to the office.

The Manager will play a major role in Shanghai working with Senior APAC Facilities Manager in Hong Kong. Maintaining strong working relationships and accountability with local leadership and stakeholders as well as other Office Managers / Executive Assistants in other regions.

Key Responsibilities:

  • Day to day operations and administration of Shanghai Office including maintaining optimal working environment related to people flow, workspaces, pantry area, and environmental systems
  • Proactively oversee and manage Front of House operations including but not limited to visitor management, security, facilities repair and maintenance, office health & safety, cleaning & housekeeping, events setup, shipping/receiving and office supplies, courier services, etc
  • Respond to facilities related requests from staff, execute solutions, manage tasks through completion and follow up to measure results
  • Assist with office and team communications and ensure they are timely delivered
  • Work with HR / IT team to carry out new hire on-boarding / termination off-boarding
  • Organize in-office (town hall etc) and off-site events (large client or internal events) & gatherings, including space reservations, budget preparation and approval, F&B ordering, run-of-show meeting attendance. Ensure equipment, catering, supplies and materials meet expectations.
  • Track and manage the OPEX and CAPEX budget for the office and provide accurate forecasts spent to work within the agreed budget
  • Oversee vendor procurement process with US team including raising purchase requisition, invoice processing, contract review and service maintenance for all services
  • Manage and lead the office renewal or expansion project including seeking stakeholders’ inputs, buy in and managing expectations within an approved budget
  • Manage space planning, coordinate changes and keep internal system updated
  • Assist with project bid and tender process and administer relevant documentation relating to the facility location, including for any minor alteration and addition works
  • Compile costs and budgets for both large and small projects, general usage reports, establish budgets, and reconcile financial and invoices related to the office projects
  • Lead and manage team of professional consultants including a project management firm, architecture firm, engineering firm, landlord representative and others to develop project schedule, capital budgets, presentation materials and vendor management
  • Support Finance team in billing and fapiao tracking with the vendor and US Finance Team
  • Assist funding, tax issues and Finance auditing for the business and generate financial related reports for China regions
  • Prepare sales contracts, quotation and bidding documents and provide sales support to the Sales / Business Development team across the China regions. Print and verify documents before sending to the Clients
  • Backup Receptionist and IT support when required
  • Support any ad-hoc duties and projects as required to meet the needs of business or as directed by the Global or APAC Facilities Team

Required Skills:

GLG attracts employees from the most distinctive professional and academic backgrounds. Across all of our positions, we insist upon excellence, integrity, creativity, and professionalism.

  • A university degree required, preferably in field related to administration or facilities planning & management
  • Minimally 5 years of post-undergraduate office facilities management & project management type role
  • Must be a self-starter with proactive and can-do attitude, able to work independently and hands-on on projects (usually without high supervision) and be flexible to communicate and work with GLG teams
  • Efficient, creative and resourceful while maintaining highest professional standards
  • Proficiency in managing budgets and leading people and projects
  • Experience in procurement, sourcing and contract negotiation
  • Exceptional analytical and problem-solving skills
  • Excellent communication skills, including demonstrated proficiency in oral, writing and presentation abilities in a business-focused setting using a variety of communication channels (telephone, e-mail, in-person, etc.) in both English and local language
  • Proficiency in Microsoft Office (Outlook, PowerPoint, Excel, and Word)
  • Ability to work with minimum of supervision
  • Practical mindset, diligent, well-organized, detail-minded, and careful, with proven ability to multitask
  • Comfortable in a fast-paced and dynamic environment, previous experience in multi-national companies preferred

We seek bright, positive and flexible people who also:

  • Act with the highest integrity and professionalism in all their endeavors
  • Think creatively and focus on opportunities for growth and alternative strategies
  • Express a strong desire to work in a team
  • Demonstrate the ability and initiative to handle increasing responsibility over time

About GLG / Gerson Lehrman Group

GLG is the world’s insight network. Our clients rely on GLG’s global team to connect with powerful insight across fields from our network of approximately 1 million experts (and the hundreds of new experts we recruit every day).

We serve thousands of the world’s best businesses, from Fortune 500 corporations to leading technology companies to professional services firms and financial institutions. We connect our clients to the world’s largest and most varied source of first-hand expertise, including executives, scientists, academics, former public-sector leaders, and the foremost subject matter specialists.

GLG’s industry-leading compliance framework allows clients to learn in a structured, auditable, and transparent way, consistent with their own internal compliance obligations and the highest professional ethical standards. Our compliance standards are a major competitive differentiator and key component of the company’s culture.

To learn more, visit www.GLGinsights.com.

Gerson Lehrman Group, Inc. (“GLG”) is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, race, religion, color, marital status, disability, gender, national origin, sexual orientation, veteran status, or any classification protected by federal, state, or local law.

EEO Policy Statement

Gerson Lehrman Group, Inc. (“GLG”) is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, race, religion, color, marital status, disability, gender, national origin, sexual orientation, veteran status, or any classification protected by federal, state, or local law.