Description:
Hands on manager responsible for ensuring that a high quality
of office services support is provided to all staff.
Position will include day-to-day management and direction
of administrative staff and manage all aspects of office
facilities to ensure the appearance of Gensler’s space is
well maintained, clean, organized, clutter free and well kept at
all times.
General Responsibilities:
Oversee the activities of the Receptionist, Studio
Coordinators, and other administrative staff as
assigned. Responsible for providing
direction and training to these staff to maintain a professional
and courteous interface with clients, staff, consultants and
other visitors.
Work closely with other administrative staff to ensure
Gensler’s policies and processes are followed and that all
work produced is of the highest quality.
Manage general upkeep of the facility.
Identify, negotiate contracts for best pricing/terms, and
oversee vendor accounts for office supplies and other
office-related vendor relationships.
Coordinate with contractors on facility issues regarding
painting and office repairs.
Coordinate with building management and maintenance team to
resolve any maintenance, building-related issues that may arise
as well as any off-hour access authorization that may be necessary.
Ensure carpet and other floor coverings are well maintained.
Coordinate with interior design staff on furniture orders
and work with vendors, building management and other staff to
manage installation process.
Update office seating chart as needed to reflect
adds/changes/deletions and open spaces.
Accurate plans should be available for Studio Directors
and management as needed.
Manage and supervise studio/office moves.
Take responsibility of the emergency response team in the
case of a major event that affects the office and employees
Oversight of in-house meetings including catering and floor
plan set-up.
Manage records and file administration including off-site filing/storage/archives.
Issue, track and manage office key distribution and other
security measures.
Develop and oversee office disaster recovery plan.
Miscellaneous projects as requested
Skills:
Very Organized and Detail Oriented
Ability to multi-task
Professional in appearance and manner
Excellent MS Office/computer skills
Excellent written and verbal communication skills in Chinese
and English
Requirements:
8+ Years of Related Office Experience including 2+ Years of
Supervisory Experience
Bachelor Degree
Post High School Office
Administration Training desirable
Good communication skills in both Chinese and English, and the
ability to work well with a team
We are an equal opportunity employer.
