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Office Services ExecutiveBeijing, China

Posted 22 April 2021

The Opportunity

Our Beijing office are looking to recruit a professional, friendly, and customer focussed Office Services Executive to join their team. This position is part of the team responsible for upholding the right professional image to our customers, visitors, and all employees - As well as providing a working environment that is safe, comfortable, and efficient.

Reporting into the Country Manager, the Office Services Executive will be responsible for supporting a group of approximately 25 locally based Consultants and Analysts with all office support services in our Beijing office.  You will be the first point of contact for most clients and visitors, and therefore responsible for upholding the professional image and culture of the business, and providing exceptional customer service. The role also includes liaising with the Office and Facilities team in our London office, and our other global offices.

Responsibilities will include:

External/Internal Client and Visitor support

  • Welcome visitors on their arrival to the Office
  • Ensure a professional and efficient client experience
  • Answer, screen and direct telephone calls
  • Answer general enquires, and refer to Customer Services team or other support where necessary
  • Ensure visitors book is completed

Facilities and Office duties 

  • Providing support and guidance on office services to Beijing office employees
  • Deal with local requests raised through local office system – Including organising engineers and IT support
  • Organise on-boarding assistance for new starters - (IT, HR issues)
  • Organise off-boarding assistance for leavers - (IT, HR issues)
  • Liaison with FESCO agency for local HR support
  • Liaison with local building management/landlord on the office responsibilities
  • Management of the third-party suppliers that provide cleaning services
  • Ensure meeting rooms are prepared and ready for guests
  • Manage incoming and outgoing post and deliveries, including subscriptions to journals
  • Arrange taxis, couriers and deliveries
  • Maintain stock levels of stationery and kitchen supplies
  • Liaison with outside printing providers for - Reports, brochures, and business cards
  • Support local government requests with information when required
  • Support role for legal documentary requirements, and maintain legal documents for the office
  • Business travel assistance, including support for overseas employees with Visa requirements and letters of invitation
  • Organisation of local benefits for employees - Team dinners and team building outings
  • Support Finance team with office payments, manage petty cash and purchase equipment when required
  • Liaise with London office over general office policies
  • Maintain online office pages relevant to the China office on Intranet system

Other 

  • Provide ad hoc support for the business as required – Special projects, outside events and translation services
  • Working Pattern – Due to the nature of the role, we would expect the Office Services Executive to be available in the Office during core working hours
  • Flexibility - The company occasionally holds seminars/events outside of core working hours, some flexibility is required from the Office Services Executive to meet the requirements of these functions

About you – What experience are we looking for? 

  • Fluent written and spoken English - Local Chinese education certificates and an English language certificate would be beneficial
  • Previous experience in a customer facing role
  • Experience in a professional services or similar environment
  • Exposure to working with a multi-national company, or a company with multi-locations and different cultures would be useful, especially previous experience working within an English language environment
  • Customer focussed - Demonstrates commitment to high standards and quality of customer service
  • Proven organisational skills and attention to detail
  • Excellent team ethic
  • Good communication skills, with a clear and confident telephone manner
  • Proficiency in Microsoft office (Word, PowerPoint, Outlook)
  • Experience of using a help desk system would be beneficial
Apply for this role here