Office Manager, Hong Kong & Shenzhen

Job description

The Office Manager is responsible for overseeing the day-to-day operations of the Hong Kong and Shenzhen studios, ensuring a professional, efficient, and well-supported working environment. Working closely with the Studio Lead, Hong Kong, and internal stakeholders, this role manages office administration, facilities, procurement, vendor management, onboarding coordination, and operational processes in line with company standards. Key Objectives Ensure the effective coordination, implementation, and management of office operations. Support the smooth daily operations of the Hong Kong and Shenzhen studios. Drive continuous improvement of office processes and administrative procedures. Manage facilities, office supplies, equipment, procurement activities, and vendor relationships. Coordinate vendor onboarding and maintain accurate supplier information within Oracle and CRM systems. Support onboarding logistics for new joiners in collaboration with HR, IT, and relevant internal teams. Monitor office expenditure and support cost control within approved budgets. Build strong relationships with internal departments to deliver effective office support. Organise and coordinate internal meetings, events, and employee engagement activities. Support compliance with company policies, management systems, and audit requirements. Key Responsibilities Office Operations & Administration Oversee the day-to-day operations of the Hong Kong and Shenzhen studios. Partner with HR and IT to ensure efficient workplace operations and employee support. Manage office lease administration and liaise with landlords and building management. Supervise office support functions, including reception and office assistance services where applicable. Maintain a professional, safe, and welcoming office environment. Coordinate office seating plans, workplace moves, and workspace allocations. Support onboarding logistics, including workstation setup, access arrangements, and office orientation. Organise office meetings, staff activities, and internal events as required. Facilities & Procurement Management Manage facilities services, office equipment, furniture, stationery, and general supplies. Coordinate purchasing activities, repairs, maintenance, replacements, and service requests. Oversee office administration procurement activities, ensuring compliance with PR/PO processes and payment workflows. Monitor and maintain vendor contracts, service agreements, and supplier records. Coordinate office cleaning, sanitisation, pest control, and related services. Support contract renewals and follow up on vendor performance and service delivery. Vendor Management & Compliance Manage vendor onboarding processes and maintain accurate supplier information within Oracle. Liaise with internal stakeholders to obtain required supplier documentation. Maintain vendor registers, supplier databases, and compliance records. Process onboarding for non-project-related vendors through the CRM system, ensuring alignment with Egis ethics and compliance standards. Build and maintain effective relationships with vendors, contractors, and service providers. Office Projects Lead office relocation, renovation, reinstatement, and fit-out projects. Act as the primary liaison between leadership, external contractors, consultants, and vendors. Ensure projects are delivered on schedule, within budget, and to the required standards. Budget Control & Reporting Track office budgets and procurement-related expenses. Prepare annual office operating budgets and monitor expenditure. Identify opportunities for cost optimisation and operational efficiencies. Prepare management reports and operational updates as required. Employee Engagement & Events Coordinate lunch seminars, presentations, and internal meetings. Work closely with the Social Committee to organise office events, celebrations, and employee engagement activities. Support wellness initiatives, fitness programmes, and team-building activities. Assist with employee induction activities where required. Quality Management & Audit Support Support Quality Management System (QMS), IMS, and ISO audit activities. Work closely with the MR, DMR, QA Coordinator, and Document Controller to maintain and improve systems and processes. Assist in updating office procedures and documentation to align with audit requirements. Monitor and report on audit actions, reviews, and close-out activities. Support assessments of compliance with company procedures across departments and activities. Health, Safety & Compliance Coordinate annual fire drills and emergency preparedness activities. Serve as a member of the Health and Safety Committee. Promote compliance with company Health & Safety policies and procedures. Support the implementation and maintenance of company management systems and compliance requirements. Bachelor's degree in Business Administration, Facilities Management, Office Administration, or a related discipline. Minimum 8 years of relevant experience in office administration, facilities management, workplace operations, or corporate support functions. Experience working in a multinational corporation or fast-paced professional services environment is highly preferred. Strong proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Project, as well as Chinese word processing. Proven experience in procurement administration, vendor management, contract coordination, and supplier onboarding processes. Familiarity with ERP systems such as Oracle or similar platforms is advantageous. Excellent communication skills in English, Cantonese, and Mandarin, both written and spoken. Demonstrated ability to supervise, guide, and coordinate support staff and external service providers. Strong organizational and multitasking capabilities, with the ability to prioritize competing demands in a dynamic environment. High level of professionalism, integrity, and discretion when handling confidential information. Willingness to travel occasionally to the Shenzhen office and provide support for business events or operational requirements outside normal office hours when required. Preferred Qualifications Experience supporting multiple office locations or regional operations. Knowledge of workplace health and safety, facilities maintenance, and office space management. Experience managing office relocation, refurbishment, or workplace improvement projects. Familiarity with budget monitoring, expense management, and service contract administration. The role will be office based Occasional travel to the Shenzhen studio Flexibility to support occasional office events or operational requirements outside normal office hours when required 10 Design, part of Egis Group, is an international architecture and master planning practice with offices in Hong Kong, Shanghai, Edinburgh, Dubai, Miami, London, Shenzhen, Singapore, and San Francisco. Founded in 2010, the practice has won over 80 international awards and major design competitions. Our diverse and creative team with 380 architects and designers from 35 nationalities has designed and delivered work in 60 cities across Asia, the Middle East, Europe, and Americas. 10 Design works at diverse scales, from the design of individual buildings to the planning of cities. The practice focuses on bringing innovative design solutions for multicultural projects, with economic and social integrity. Its works include transport-oriented developments as well as mixed-use, retail, hospitality, residential, research and science, and civic and cultural projects. 10 Design's parent company, Egis is a global leader in the consulting, construction engineering, and mobility service sectors. With a worldwide reputation for excellence and sustainability, Egis and 10 Design together provide a compelling offer that encompasses building engineering services and architectural design.