Office Manager - Mandarin Speaking

# of Openings
Position Type
Permanent Full-Time

Role Description


  • Responsible for the running of the London and Shanghai offices, including maintaining relationships with Senior Staff in both locations.
  • Responsible for supplier, vendor and facilities management. This includes office communications and approving the purchasing of equipment for both locations.
  • Ensure the office environment is kept running at the level required for a delivery focussed company. This will also involve regular communication with other senior personnel to meet the required standards.
  • Provide a client-focused approach to customer needs, both external and internal, to ensure that all customers are responded to in a professional, timely way;
  • Also be responsible for other members of your team and ensure that this client-focused approach, both external and internal is also constantly delivered.
  • Build positive working relationships with all staff across the company; including building strong working relationships with members of the Senior Management Team, High Value Customers and other key positions;
  • Managing a team of Office Administrators and Executive Assistants, setting performance objectives and goals, hosting regular feedback sessions and evaluating performance. Ensuring these high standards are maintained across the team.
  • Ensuring tasks are delegated, work is distributed to employees within the Office Administration Team and that they are organised to ensure the smooth running of the office and its services.
  • Work with the Managing Director of the Shanghai Office and the Chief of Staff in London to assist with the creation of local policies to ensure the smooth running of both business locations.
  • Ensuing all visa and immigration paperwork requirements for employees and senior personal in both locations are delivered in a timely fashion working in coordination with the local HR team.
  • Organise internal/external meetings and responsibility for extensive diary management;
  • Minute taking, PowerPoint presentations, mail merges, meeting agendas and follow up action items – chasing up key staff;
  • Formatting and collating documents as requested e.g. board reporting;
  • Budget Management, expenses and credit card reconciliations; and
  • Organize logistics of travel, accommodation and function commitments.
  • Provide cover for PAs/EAs where appropriate;
  • Undertake any other projects/tasks as may be reasonably required to facilitate the smooth operation of the Company


Experience Required


  • Fluent in Mandarin both Written and Verbal
  • Significant experience in a similar role preferred
  • Knowledge of UK and Chinese visa and immigration requirements and familiarity with their paperwork and administrative process.
  • Strong knowledge and ability with excel, use of V-look ups and Pivot Tables
  • Experience liaising with key stakeholders to review and recommend changes where appropriate on regional budget performance for non-people costs including facilities management.
  • Experience in managing a team of employees both locally and remotely.
  • Motivated to exceed expectations, and ability to represent company image & values;
  • Able to manage people and service providers;
  • Proactive;
  • Eye for detail and perfectionists view of service standards;
  • Good problem solver - logical and reactive in response to unexpected queries/circumstances;
  • Must demonstrate flexibility to get involved in tasks at all levels;
  • Must demonstrate flexibility and adaptability to juggle a range of different tasks and work extra hours to meet deadlines as required;
  • Relationship building skills essential for staff, customers, service providers;
  • A good working knowledge of Word and PowerPoint is required.
  • Confident, and able to take initiative given client and delivery-focused environment;
  • Independent, self- directing and delivery focused working style;
  • Good team communication skills,
  • An understanding of confidentiality issues and the use of discretion
  • Approachable and enthusiastic team-player


About FNZ

FNZ is a global financial technology and asset servicing provider which powers the wealth management, administration and custodian platforms for some of the world's leading financial institutions. These customers include life insurers, retail and private banks, asset and wealth managers and financial adviser groups based across the UK, Europe, Asia, Australia and New Zealand.


We believe that enhancing client engagement, lowering costs, delivering a seamless service and enabling personal solutions are key to helping people achieve their financial goals. We partner with major financial institutions to enable them to provide wealth management services to their clients across direct, intermediated and workplace channels that reflect these principles.


We develop long-term partnerships with our customers to enable them to get to market quickly with a market-leading digital proposition, transform their customer service offering and grow assets under management across multiple distribution channels.


Our customers include AMP, ANZ, Aviva, AXA Wealth, Bank of New Zealand, Fideuram Vita, HSBC, Mercer, National Australia Bank, HSBC, Santander, Santander Asset Management, Standard Life, UBS and Zurich.  In all we partner with 42 institutional customers worldwide. 


FNZ employs over 1,000 people with offices in Edinburgh, London, Bristol, Brno (Czech Republic), Shanghai, Hong Kong, Singapore, Sydney, Melbourne and Wellington.


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