Here is a comprehensive Job Description (JD) for an
Office Manager with the specific requirement of being a
Chinese Speaker, which is critical for companies with significant operations, partnerships, or executive staff originating from Greater China.
Office Manager (Mandarin/Chinese Speaker) Job Description
Section
Detail
Job Title
Office Manager (Bilingual Chinese/Mandarin Required)
Reports To
General Manager or Head of Administration
Job Summary
This role is critical for the smooth operation of the office environment, providing essential administrative, logistical, and executive support. The position requires fluent spoken and written proficiency in
Mandarin Chinese to effectively manage communication, documentation, and coordination between the local team and Chinese-speaking stakeholders or headquarters.
Key Responsibilities And Duties
1. Office Management & Operations
- Facility Management: Oversee the daily operations of the office, ensuring a clean, safe, and productive work environment. Manage office supplies, equipment maintenance, and vendor contracts (e.g., cleaning, security, IT support).
- Budget Management: Manage the office operational budget, process invoices, track expenditures, and reconcile petty cash related to administrative costs.
- Logistics & Travel: Coordinate complex local and international travel arrangements, including visas, flights, accommodations, and ground transportation, often involving Chinese executives.
- Safety & Security: Act as the local point of contact for office security, emergency procedures, and adherence to health and safety regulations.
2. Bilingual Communication & Executive Support
- Bilingual Translation: Provide real-time interpretation and written translation for internal meetings, official documents, emails, and correspondence between local staff and Chinese-speaking management or partners.
- Executive Liaison: Serve as the primary administrative support and liaison for visiting Chinese-speaking executives, ensuring their schedules, logistical needs, and communication are handled seamlessly.
- Documentation: Prepare, draft, and format high-level business documents, presentations, and reports in both English and Chinese.
3. Human Resources & Administrative Support
- Onboarding Support: Assist the HR department with the administrative aspects of new hire orientation, particularly for expatriate staff, ensuring they understand local policies and procedures.
- Record Keeping: Manage and organize critical company files, contracts, and confidential HR documents, maintaining a structured and secure filing system.
- Internal Events: Coordinate internal employee events, meetings, workshops, and team-building activities, catering to diverse cultural preferences.
4. Vendor & Stakeholder Relations
- Vendor Management: Build and maintain strong professional relationships with all office vendors and service providers.
- Local Coordination: Coordinate effectively with local government bodies, banks, and utility companies for necessary administrative procedures.
Key Competencies
- Cultural Sensitivity: Strong understanding of Chinese and local business etiquette and cultural norms to bridge communication gaps.
- Organizational Mastery: Exceptional organizational and time management skills with the ability to manage multiple complex tasks simultaneously.
- Discretion: Proven ability to handle sensitive information and maintain confidentiality.
- Proactivity: A self-starter who anticipates needs and resolves issues before they escalate.
