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Office Manager - Hong Kong

CDI
Paris
Salaire : Non spécifié
Télétravail non autorisé
Expérience : > 5 ans

Ekimetrics
Ekimetrics

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Le poste

Descriptif du poste

Ekimetrics is the European leader in data science with +320 data scientists and +1,000 projects since 2006.

 

Thanks to our global presence in Paris, London, NY, HK, we lead projects in +50 countries in all industries (automotive, financial services, retail, telecom, health, etc.).

We help companies steer their data opportunity, build data capabilities, and deploy actionable solutions, to power up marketing and operational performance, as well as (re)energizing business models.

Our primary focus is to deliver immediate business gains, while guaranteeing sustainable data capital for our clients.

 

We are committed to the most advanced data science, and to building fair and conscious data & AI practices.

 

 

About the Role

We are currently on the lookout for an Office Manager to join our Hong Kong team of 30 people for now, but in an exciting growth period!

 

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.

 

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. Business center, office insurance, IT services, 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!

 

2.        HR

·         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 activities (organization of interviews, etc.).

·         Manage employee paid leave calendar and oversee use of employee HR tools.

·         Help with payroll and tax processes, arrange payroll, distributing payroll slips.

·         Administer internal communication on HR topics in collaboration with HR Manager & 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, vendor registration, managing sales software (Microsoft Dynamics)for quotation, invoices, payments and record receipts.

·         Coordination with bank on regular and adhoc 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.

·         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-setting up laptop, office preparation, induction on first day) and offboarding.

·         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).

 

 

 

About You

 

We are looking for someone who has existing experience in Office Management, be it in a large office where you are ready to take on a more autonomous, independent role, or in a similar work environment and looking for new experiences!

 

Ideally, you have:

 

·         Either a bachelor’s degree or relevant office management experience.

·         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.

·         Strong organizational and planning skills.

·         Team-oriented mindset, combined with autonomy abilities to lead & achieve tasks.

·         Dedication, flexibility, transparency, and professionalism.

·         Strong sense of confidentiality.

·         Exceptional communication, interpersonal, and problem-solving skills.

·         5+ years of experience in a similar role for a mid-size company.

 

 

Working for Ekimetrics

Our values & convictions

 

We are driven by the desire to experiment. In a culture of excellence and precision, we move forward, experiment with the world, and always try to be guided by our passion and curiosity more than anything else.

 

What brings us together are the following convictions:

·         We are human & diverse.

·         We are innovative.

·         We are entrepreneurs, continually reinventing ourselves.

·         We are all problem solvers.

·         We master complexity with simplicity.

Our values are our 5 cardinal points; our employees have these 5 great strengths in common which serve as pillars in their work and attitude.

·         Curiosity – Our primary value, the spark that makes you want to get involved, to discover, to share, to grow with a pinch of aplomb.

·         Creativity – Offices and teams that allow everyone to unleash their creative potential, have a breakthrough, and get out of one’s comfort zone with colleagues and clients alike.

·         Excellence – Our central value; a continuous appetite for the perfect finishing touch, the extra mile, with the aim of satisfying our customers and our teams.

·         Transmission – Desire to share our know-how and assets, working together with generosity, bringing together corporate forces to promote collective intelligence.

·         Pleasure – Essential to the well-being of our teams and our projects, the pleasure of innovating, growing, helping others grow, and of course the pleasure of sharing our rituals!

Ekimetrics is an equal opportunities employer committed to making all employment decisions without regard to race, ethnicity, gender, pregnancy, gender identity or expression, creed, religion, nationality, age, disability, marital status, sexual orientation, military veteran status, current employment status, or any other legally protected categories, subject to applicable law.

 

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