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Control Risks

Specialist risk consultancy ensuring secure operations

Workplace Services Coordinator

Administrative SupportPosted on Nov 5
Full-timeShanghai, ChinaNo salary listed

About the Job

Requirements

  • Excellent written and spoken English communication skills.
  • Strong experience using Microsoft Office 365 products.
  • Ability to manage small workplace projects and events to agreed timelines and budgets.
  • Ability to build trust and rapport with stakeholders at a variety of levels.
  • Ability to use initiative, proactively find solutions, and own key decisions on office operations.
  • Ability to work in a busy, fast-paced professional environment.
  • High attention to detail.
  • Organized and diligent, with good time-management skills.
  • Flexible and able to adapt and manage change.
  • Punctual and responsive.

Responsibilities

  • Manage the day-to-day operations of the Shanghai office to ensure it runs smoothly and efficiently.
  • Maintain a positive working relationship with building management and promptly address issues affecting the working environment.
  • Monitor and manage employee access cards in line with building policies.
  • Serve as the key contact for office-related vendors, maintain relevant documentation, and process payments as required in accordance with Finance processes.
  • Supervise on-site contractors to ensure work meets agreed standards.
  • Manage relationships with office suppliers, including the landlord, travel and courier services, security suppliers, caterers, office supplies, printing, and stationery; ensure high-quality service while maintaining cost-effective solutions.
  • Serve as the main point of contact for the neighbourhood committee.
  • Oversee stationery supplies.
  • Work with ETS (IT) to ensure office technology and network services operate effectively.
  • Support office lease management by tracking key deadlines and connecting decision-makers.
  • Support office moves from site selection and planning through completion.
  • Support onboarding of new starters and assist with leavers and movers, including office set-up and orientation.
  • Collaborate with the Global Workplace Services team to share best practices and improve office operations processes.
  • Conduct regular office inspections to identify faults and ensure minor repairs are completed promptly and efficiently.
  • Conduct regular risk assessments and coordinate incident reporting.
  • Support regional health, safety, and environment meetings with reporting for the Shanghai office.
  • Keep the emergency contact list updated.
  • Ensure office safety compliance by appointing First Aid and Fire Wardens and ensuring they attend relevant training.
  • Coordinate fire safety drills with building management and ensure Fire Wardens complete their duties.
  • Coordinate health, safety, and office security to ensure compliance with legislation, industry standards, and internal policies.
  • Maintain a clean and safe environment in line with company policies and business objectives.
  • Coordinate office environmental initiatives, such as greenhouse gas emissions efforts and Plastic Free Month.
  • Provide new employees with a comprehensive induction tour, including health, safety, and fire safety procedures.
  • Coordinate activities for departing employees, including collecting equipment and access cards.
  • Maintain office security systems, reconcile access cards, and escalate and resolve system issues to uphold physical security.
  • Ensure a professional and welcoming front-of-house experience for employees and visitors during operating hours.
  • Coordinate internal and external events, managing logistics and ensuring smooth execution.
  • Support visiting employees and executive staff by arranging office access, issuing invitation letters, scheduling meetings, and making local travel arrangements.
  • Oversee catering for meetings and events, ensuring quality and timely delivery.
  • Manage internal employee events, including the annual party, office dinners, and Lunch and Learns; track attendance and report on the events calendar, with the option to appoint a Social Committee for assistance.
  • Work with Marketing to support conferences and local events in Shanghai by coordinating registrations, liaising with venues, printing marketing materials, arranging logistics, and collecting marketing materials.
  • Write and distribute relevant, concise communications to employees as required.
  • Manage documentation, including administering and maintaining intranet content and other document sources.
  • Perform general administration and ad hoc tasks for local business leaders, including accurately filing company documents and maintaining records.
  • Support sales and marketing requirements of Shanghai business leaders and other local staff.
  • Update CRM records upon request.
  • Support account management with logistics, contract formatting, and translation and editing of marketing materials.

Desired Qualifications

  • Experience with large-scale office projects and moves.

About the Company

Control Risks

Specialist risk consultancy ensuring secure operations

Control Risks provides specialist risk consultancy that helps organisations become secure, compliant and resilient in a world of changing risks. It works across disciplines, technologies and geographies, delivering insight and intelligence to help clients focus resources, prepare for crises, resolve issues, and realise opportunities. Its approach emphasizes turning uncertainty into guidance and gives leaders reassurance from the boardroom to remote locations. Compared with competitors, it combines broad, cross-disciplinary risk expertise with global reach and actionable insights to bring order to chaos. The company’s goal is to help clients succeed by enabling sensible risk-taking and sustainable growth.

Company size
1,001-5,000
Company stage
Not listed
Total funding
Not listed
Headquarters
London, United Kingdom
Founded
1975

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