What You’ll Do

As Office Coordinator, you will be responsible for assisting in the maintenance of a safe and efficient operating environment for all employees in the brand-new Shanghai office by supporting the Office Manager with the Facilities Management functions. This position reports to the Office Manager and will work closely with the Operations and IT teams in the US and UK to ensure all business needs are appropriately met. To be successful in this role, the ideal candidate has DIY experience is well organized, has the ability to multi-task, is able to work in a fast-paced environment and is a team-player with a keen eye for detail who takes the initiative to resolve operational challenges and improve processes.

What you’ll be working on

• Assisting the Office Manager to ensure the move to a new office space in central Shanghai runs smoothly and seamlessly.
• Provide warm receptionist to internal and external visitors, manage incoming calls, emails and mails.
• Oversee the day-to-day activities of the office as the main point of contact for first level queries from staff regarding office administration ensuring colleagues have the resources and a comfortable environment to do their best work.
• Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and employee lists.
• Assist in the oversight and maintenance of office equipment for uninterrupted function, identify and fulfill office supply needs ensuring supplies are constantly restocked, track the inventory, maintain and manage vendors.
• Assist the Office Manager with the office budget and coordinate with finance to ensure timely payment to vendors.
• Provide direct maintenance support, collaborating with external vendors for larger scale office maintenance needs.
• Support with operations safety management and policies and procedures.
• Assist the Office Manager with the coordination of internal and external resources and cultivate relationships with vendors.
• Provide executive and administrative support and coordination as needed including managing calendars.
• Working with cleaning service team to maintain office clean, tidy and fully stocked at all times, checking the office several times during the day to ensure this is maintained to a high standard.
• Provide support for internal events and meetings as necessary.
• Provide support to PR and VM functions as required (e.g. Logistic and samples management, events supporting)

Must Haves:

• 1+ years of Office Coordinator experience.
• Experience in DIY is preferred.
• Ability to operate effectively & efficiently in a fast-paced environment.
• Must exhibit excellent attention to detail and good organizational skills.
• Must be energetic, highly motivated and able to multi-task.
• A self-starter who provides white glove customer service.
• Must be an adaptable problem-solver with the curiosity to learn.
• Excellent written, interpersonal and communication skills.
• Oral and written English skills preferred.
• Advanced computer skills and experience using email tools and online platforms (Dropbox, Teams).
• Proficiency in Microsoft Office, with aptitude to learn new software and systems.
• Discreet, diplomatic and ability to liaise at all levels.