Hong Kong / Office Manager
Eki.Hong Kong – Transversal
Full Time Contract
To sustain and support our quick growth in Asia, we are seeking a high-caliber and multi-talented individual to join Ekimetrics in our Hong Kong office as an Office Manager.
The successful candidate will have experience managing a variety of aspects of a small/medium office, show a passion for working in a team setting, and be comfortable with a wide suite of HR and finance tasks.
Our office in Hong Kong is one of our newer branches focused on very quick growth, and works with companies on a wide range of projects across Asia. We are a tight-knit group who work closely together, expanding as we take on new clients and building upon the Ekimetrics culture.
You will be reporting to the Managing Director of the Hong Kong Office and will have strong interactions with our Admin and HR Teams in Paris (Headquarter). You will be responsible for creating and maintaining an office environment where our consultants love to work and be a solid contributor in deploying and animating group processes in Hong Kong.
Your responsibilities will include:
1. General Office Management
Maintain the condition of the office and arrange for necessary improvements/repairs.
Organize the office layout and maintain supplies of stationery and equipment, including technology and groceries.
Ensure compliance with HR, Health and Safety regulations.
Manage service providers (e.g. cleaning services, phone/internet, etc.), manage all office bills/expenses, and ensure all services fit the needs of the team at a competitive rate.
Assist Managing Director with some admin functions (scheduling, expenses, etc.).
Welcoming guests/clients/applicants/suppliers to the office.
Receive incoming calls, mail, parcels, posting of mail, ordering and receiving deliveries.
Handle any and all last-minute requests and issues!
Provide support and advice on a day-to-day basis on various HR admin topics.
Ensure proper completion and filing of employment and legal documents, including assisting with employees’ visa management.
Assist with recruitment – manage resume collection, help evaluate candidates, organize external recruitment efforts, etc.
Manage employee paid leave calendar and oversee use of employee HR tools.
Help with payroll and tax processes, and coordinate with monthly salary process with HR in France.
Administer internal communication on HR topics in collaboration with Managing Director.
3. Finance and Accountancy
Manage payment and tracking of key expenses, including office expenses and assisting with team travel expenses.
Assist with monthly accountancy closing & reporting.
Help with customer invoicing and payment tracking.
Coordination with bank on regular and ad-hoc issues.
4. Office Culture
Drive the team-focused atmosphere and implement new ideas to make the team stronger and add to the daily-life of the staff.
Help improve the overall design of the office, including leading the Eki.Art program for the Hong Kong office.
Build strong alignment with HQ in France to maintain consistent culture – including potential travel with the team once or twice per year.
Manage development and production of marketing and HR collateral (brochures, business cards, posters, etc.).
Responsible for the welcome process of new employees (IT arrangements, office preparation, induction on first day).
Help plan, support, and execute all the office events, employee engagement activities and external conferences
5. Agenda and Travel Management
Assist in organizing the business travels (flights, train, taxis, and hotels) for staff members
Help acclimate new team members and provide guidance for visiting employees.
Organizing meetings (lunches, appointments, meeting room management and booking).
3+ years of experience in a similar role for a mid-size company.
Bachelor’s degree preferred.
Proficiency in MS Office (Excel, Word, Power Point) and ability to develop custom tracking files
Perfect command of English. Proficiency in Mandarin is a plus.
Team-oriented, but an individual operator.
You are driven by helping others.
Strong organizational and planning skills.
Dedication, flexibility, transparency, and professionalism.
Strong sense of confidentiality.
Exceptional communication, interpersonal, and problem-solving skills.
Cool and calm under pressure, you follow through on tasks and look for opportunities to step up to new challenges.
Creative & Fun!
Entrepreneurial opportunity. You will be able to interact on a large level of responsibilities, including HR, Finance and Admin, Culture, Office Life, etc.
A young, dynamic environment, with a strong culture and great offices (our Paris office was nominated as one of the top 10 “Coolest offices in the world”).
Being a critical contributor and having a strong impact in a fast-growing company.
The position is based in Hong Kong (office located in Causeway Bay).
Note that only successful candidates will be contacted.