EndereçoWHAT YOU'LL DO
Job Summary
The Office Manager plays a pivotal role in orchestrating administrative functions and office procedures, fostering a conducive work environment, ensuring robust organizational efficiency, communication, and safety. This position entails overseeing office services and EA teams with a focus on enhancing office productivity and employee satisfaction.Duties and responsibilities:
Office Environment- Work closely with the Office Head, to develop and drive initiatives/activities that help to boost office morale.
- Being a role model as part of the leadership team – an active example of living BCG values, possess the highest levels of integrity and the raw intelligence, interpersonal skills to build teams and relationships throughout a dynamic organization.
- Being a focal point of contact for the office, to direct and facilitate internal/external inquires related with the office.
- Supervise front desk operations: set up high standard of hospitality, provide guidance to the front office staffs, ensure professional representation of BCG image, when greet the clients or visitors coming to the office or through phone calls.
- Manage office layout and space allocation: develop strong relationship with key stakeholders to ensure the business needs are managed effectively. Allocating office space for new employees, coordinating people relocations within the office as well as meeting room & visitor management.
- Oversee of office services such as housekeeping, mail room, pantry services and catering, supervise & suggest enhancements for office maintenance & cafeteria management.
- Manage the outsourced vendor of facility management in Hong Kong: ensure services delivery meets the SOP and KPI of the contract, collect feedbacks from the office and keep the services at the optimal level.
- Develop and implement initiatives to foster a positive workplace culture and enhance employee engagement.
- Organize team-building activities, social events, and recognition programs to promote camaraderie and morale.
Real Estate
- Identification and analysis of office space needs: engage key stakeholders in the office, understand business needs, work closely with Finance, Head of Operation and Global Real Estate Team, and develop business case of real estate strategy that meets the short term and long term business needs.
- With the support of GRE team, lead different stage of lease negotiation and leverage local knowledge and resources to ensure BCG’s interest are secured in the lease negotiation.
- Work closely with the GRE team in implementing BCG workplace design strategy: understand global guideline in space design and planning, provide inputs of local office to work out the space solution that meets the BCG standard and tailored with local elements.
- Facilitate the change management process that meets high employee satisfaction.
- Responsible for budget and cost control of build-out/leasehold improvement projects: drive the local RFP process together with GRE team, negotiate the best optimal terms for BCG and delivery of excellent quality and service.
- Maintain good relationship with building management: provide feedback and escalate for services improvement that meets BCG employee satisfaction and service standard.
- Understand general trend in local real estate market: keep update with market development, especially commercial office leasing market, serve as local expert in support GRE and GC leadership in define real estate strategy of the location.
Procurement & Budgeting
- Understand procurement policy and procedure: work closely with Cost management team, in managing contract and price negotiations with office vendors.
- Supplier management: negotiate and build relationship with key suppliers to ensure the best price, quality and service, in stationary, office & pantry supplies, catering & event supplies, and car services, etc. Maintain high standard of integrity when representing BCG in vendor negotiation.
- Manage office administration budget: prepare annual budget, work closely with GC finance in understanding actual spend and progressing, implement cost saving when applicable.
Safety & Security
- Implement the office security and employee safety plan, including disaster management/emergency services, ensure regular training is arranged, and emergency plan is updated timely.
- Familiar with BCG worldwide emergency procedures: such as emergency alert system, employee tracking system, traveler whereabouts tracking, etc. Keep update with system development, provide training to local office.
Staff management
- Resource & workload management of office services & EA team: for leave and expenses approval, performance feedback and annual appraisal.
- Contributing to the EA skill development: understand broader business needs in EA skill needs, work with other Office Managers in GC in suggesting training and development plan for EA team.
Other responsibilities
- Liaising with government and agencies for obtaining necessary sanctions / approvals and ensuring smooth working condition in premises.
- Manage the company signature/stamp (if applicable): work closely with finance and legal, ensure the right procedure to minimize the legal risks when handling contract signing.
- Work closely with GC Travel & Event Manager, to implement local office events, meetings, lunches, dinners, Christmas parties, etc.
- Assist in the on boarding process for new hires: conduct office orientation that helps the new hires integration and familiar with office policy and procedures.
- Provide support to Head of Operation, in developing and implementing policies and procedures in operation functions: in EA development, real estate and facility management, procurement & sourcing, and security & safety. Over the course, define one or two area of focus for self-development, to become topic expertise in the particular operation function.
YOU'RE GOOD AT
- A demonstrated understanding of business operations and an appreciation for how to prioritize among demands and balance the levers that make a complex business run smoothly and productively.
- Good judgment, strong interpersonal skills and a collaborative style.
- Experience working successfully within a complex matrix structured organization
- Strong organizational and process management skills. Comfortable with multi-tasking and prioritizing within a fast-paced, demanding environment.
- An ability to take a big picture approach and consider the ramifications of decisions on various constituencies.
- A flexibility and comfort with ambiguity. Openness to new and innovative ideas and to change
- Able to interpret rules and guidelines flexibly to enhance the business and in keeping with BCG’s values and culture.
- A maturity and seasoning that engenders respect and trust from others.
- High integrity, a positive attitude, and an ability to maintain absolute confidentiality.
- Ability to perform effectively under pressure; consistent management of changing situations with tact, poise, and patience
- Self-starting attitude, pro-active, a can-do attitude
YOU BRING (EXPERIENCE & QUALIFICATIONS)
- Strong decision-making ability and interpersonal skills.
- Ability to inspire and motivate teams, manage change, and work autonomously.
- Resourcefulness, organizational skills, and responsiveness.
- Flexibility in working hours and ability to perform under pressure.
- Excellent oral and written communication skills.
YOU'LL WORK WITH
Our business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs.
