Office Manager

2 weeks ago

Hong Kong Island, Hong Kong SAR China Reinsurance Group of America, Incorporated Full time

You desire impactful work.

You're RGA ready

RGA is a purpose-driven organization working to solve today's challenges through innovation and collaboration. A Fortune 500 Company and listed among its World's Most Admired Companies, we're the only global reinsurance company to focus primarily on life- and health-related solutions. Join our multinational team of intelligent, motivated, and collaborative people, and help us make financial protection accessible to all.

A Brief Overview

The role of Office Manager is responsible for a full spectrum of office and facilities management duties including but not limited to space planning, office leasing, office supplies, health and safety. Extending support on travel management, Company and staff events. The key relationship of this role including but not limited to all RGA Staff members in the office, Executive Assistants, Management Team, Visitors (Clients and RGA visitors) to RGA, Building Management, Service Providers.

What you will do

  • Facilities and Office Management: Manage and lead the office management function; supervise and manage the Administrative Assistant/Receptionist, Office Assistant and Executive Assistants; be responsible for promoting and ensuring a pleasant and safe working environment.
  • Be the Primary point of contact for Building Management (including emergency) to ensure proper maintenance is carried out within the building to keep up a pleasant working environment; the office has adequate provision of office equipment and supplies, i.e. stationary, office supplies, printers, furniture, amenities etc. and they are in good condition; necessary maintenance contracts are in place for the office equipment; the office (including cafeteria, pantries, meeting rooms, open areas, etc.) is clean and well-maintained with regular cleaning and pest control.
  • Monitor office expenses to ensure spending is within the local office management budget; monitor office space and serve as liaison between the Company and the Landlord on leasing matters. Project manage office relocation. Document the various office administrative procedures and share the information on the Hong Kong Office and Facilities Management Sharepoint.
  • Keep the Hong Kong Office and Facilities Management Sharepoint Site updated with: Office Management policies/guidelines; Administrative Procedures; Office Provisions and various office-related information.
  • Business Continuity (BC) Management: Work closely with the Global BC Team to ensure that Hong Kong Office is fully compliant with the Global Business Continuity Management Policy. Also work closely with the HK BCP Team leaders and coordinators to ensure periodically review and update of BC Plans are carried out and Annual BC Champion signoff are completed on time; plan coordinator roles are filled after staff departure. Conduct the various mandatory annual exercises to comply with the requirement and processes as set down by the BCM Office. To assist the Hong Kong Site Crisis Management Team (SCMT) leader to plan and organize the annual exercise.
  • Health and Safety: Observe key Occupational Health & Safety (OH&S) Requirements and take necessary action. Coordinate OH&S initiatives which including First Aid - make sure first aid supplies are replenished, and equipment (AED) is properly maintained; Fire Safety - arrange annual inspection of fire distinguishers; coordinate the annual fire drill with the help of Fire Wardens; communicate Safety Procedures to new hires. Partner with relevant parties Manage and communicate any events such as Typhoon and Rainstorms.
  • Administrative Staff Management: Act as mentor and provide coaching to the Executive Assistants; Coordinate backup resources; Work closely with managers on the performance management and development of Executive Assistants; Manage the Expense Administrator to ensure expense reports are submitted timely and in order.
  • Travel Management: Act as central contact point for liaison between the Corporate Travel Company (CTM) and local office to resolve issues or handling of exceptions.
  • Corporate Social Responsibility (CSR): Support and coordinate events in partnership with CSR team; Track and report key metrics on RGA Cares as appropriate; Work with the CSR Committee to carry out the various waste disposal and recycling programs.
  • Support for Company Events: Support and co-ordinate the delivery of company events and associated activities in partnership with business stakeholders and HR; Arrange all staff and/or client in house or external catering functions; Participate in the Annual Party, Office Space and Corporate & Social Responsibility (CSR) committees. Other adhoc business as requested.

Qualifications

  • Degree/Diploma in Business Administration or related qualification preferred.
  • 6+ Years relevant office management and events management experience, customer services experience required.
  • Have a passion for employee engagement and cultivating a culture where employees can thrive so that they can do their best work supporting the organisation to do its best work required.
  • Strong Customer Service focus and Team spirit with a willingness to pitch in and/or collaborate with team members or colleagues as needed required.
  • A belief that our people are our most important asset, and that Employee Experience is about creating value for our people through removing the obstacles to human capability and building the best possible environment for success required.
  • Problem-solving mindset, striving to search for answers to your own questions, but aware of when to ask for help required.
  • High level of accuracy and attention to detail and take pride in own work; handle sensitive information with discretion and tact; high level of personal accountability, integrity and confidentiality required.
  • Familiarity with/willingness to use internal collaboration tools (including tools like MS Teams, etc.); advanced level skills in MS Office suite, especially PowerPoint, Word and Excel required.
  • A proactive attitude toward personal and professional development, identifying and pursuing opportunities for growth or improvement, using resources available through RGA as a starting point required.
  • Highly organised with ability to effectively prioritise and self-manage workload; ability to work effectively under pressure and within time constraints required.
  • Ability to manage multiple stakeholders, with a strong team focus; strong interpersonal and relationship management skills; excellent written and verbal communication required.
  • Adaptability, flexibility and proactive in approach; well presented, maturity of judgement and discretion required.

What you can expect from RGA:

  • Gain valuable knowledge from and experience with diverse, caring colleagues around the world.

  • Enjoy a respectful, welcoming environment that fosters individuality and encourages pioneering thought.

  • Join the bright and creative minds of RGA, and experience vast, endless career potential.

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