Office Manager
Resume:
ANNIE CHING
TEL: 647-***-**** E-MAIL: ***************@*****.***
PERSONAL STATEMENT
With 10+ years of professional experience with multi-national companies, a proactive, energetic, cheerful, reliable, detail-oriented and resourceful Senior Manager who not only has substantial administrative experience at a senior level, but also possesses a competitive spirit along with a strong desire to succeed, exceed goals, and maximize opportunities. Annie is an expert at continuously improving procedures and outcomes by constantly evaluating the work being undertaken and looking for ways to make things more efficient. She is highly motivated and very knowledgeable in all aspects of office management. As a level headed person, she can think and respond quickly to any given situation and can be relied upon to demonstrate a high degree of common sense when under pressure. On top of this, she is eager to learn new material, skills, and ways. Annie is now looking for a suitable opportunity to work with a great team of people in a company that offers room for career progression.
SUMMARY OF QUALIFICATIONS
Expertise in office set ups, office expansion, office relocation, and branch/office renovation projects in different regions
Experienced in handling the full range of Human Resources & Office Administrative duties, including but not limited to recruitment, manpower planning, support C&B functions, office management, facilities management, vendor management exercises, lease agreements, insurance arrangement, procurement, fixed asset management, all business travels and accommodations, office renovation & maintenance, relationship with suppliers, etc. to cope with the continuous business growth.
Proven record of success increasing efficiency and reducing expenses
Experienced in managing divisional annual and monthly budgets with analyzing budget variances, cash flow forecast, approving expenditures and expense reports
Experienced to develop, implement and review the operational workflow and policies & procedures to ensure in line with company strategies/objectives and make things more efficient
Hands-on experience in Driver and Vehicle management
Experienced to provide comprehensive personal assistance on personal and family matters and to perform the full spectrum of secretarial support to the senior executive (Managing Director & COO)
Strong people management, project management, facilities management, event management & analytical skills with relevant competencies in talent acquisition and Management
Possess strong interpersonal, influence, communications and negotiation skills
Articulate self-motivated problem solver with exceptional leadership skills
Good organizing abilities and good time management skills
Capability to manage large-scale projects and coordinate all moving parts effectively and efficiently
Seasoned communication skills to handle change management related matters with different counterparts
Counsel and advice to staff on personal and work-related issues including providing guidance and direction to management team and employees on human resource and administration related topics
WORK EXPERIENCE
1 Apr 2019 to present Primerica – Financial Services
Office Manager
Company Description: Primerica is the largest independent financial services organization in North America, serving middle-income households in the U.S., Canada and the territories of Puerto Rico and Guam. Primerica's core operations focus on the distribution of term life insurance, which is underwritten by the Company (Primerica Life Insurance Company); mutual funds and annuities through PFS Investments, a Securities and Exchange Commission-registered broker-dealer investment adviser affiliate; as well as other financial products, which are distributed primarily on behalf of third parties.
Responsibilities:
Reporting to the District Manager and provide executive support to the managing partner of the company and other staff, managing calendars, meetings, screening calls, conferences, company events and special projects
Work with other Executive Assistants to help facilitate meetings for Executive Leadership team
Oversees general office expenditures (i.e. office items, equipment, furniture, stationery and pantry items, etc) to ensure inventory and budgets are maintained
Coordinate corporate events and book all travel arrangements for staff including flights, hotel, etc
Assist in the preparation of operating budget, financial reports, expenditure tracking forms, schedules and financial tracking
Managers and organizes billing, accounts receivable, accounts payable, preparing and processing manual checks, petty cash and electronic bank transfers
Manage all office repairs, maintenance, renovations, installation of office equipment, coordinate courier packages and mail distribution
Oversee and coordinate office administrative procedures; review, evaluate and implement new administrative procedures; establish work priorities and ensure procedures are followed and deadlines are met
Handle orientation and support on-boarding for the new employees
Perform other admin/facilities duties as assigned
1 Sep 2017 to 29 Aug 2018 Jardine Lloyd Thompson Limited (400+) – Insurance Brokerage
Assistant Director, Administration
Company Description: Jardine Lloyd Thompson Limited (JLT) is a global organization of specialists and one of the
world’s leading providers of insurance, reinsurance and employee benefits related advice, brokerage, risk adviser and associated services.
Responsibilities:
Reporting to the Chief Operating Officer (COO), HK & Chief Digital Officer (CDO), Asia; lead & supervise a team of 9 administration staff to provide first class centralized office administration services & central scanning services to perform day-day office administration functions in five offices in Hong Kong and Macau
Achievements: Handled office renovation & relocation project to create additional seats in Hong Kong and Macau office; re-structure ADM team and revamp the operational workflow; obtained 48.5% discount with one of the famous furniture company; improved overall customer service level and pantry services; reviewed the OT payment of Admin staff with HR to match with the market rate & improve the morale of the team (at least 53%); Proposed “Managed Print Services” with “follow you print” printing features to reduce cost (at least 20%), improve document security and green awareness; get the lowest, most economical rates and maximizing cost reduction on old records storage management
To deliver a full range of quality & centralized office administration services including but not limited to office procurement, office repairs & maintenance, office supplies, housekeeping, office health, safety & security, off-site storage, insurance management, office seating allocation & renovation, mail & courier, central scanning and green practices, etc
To monitor office procurement to ensure cost effectiveness, high quality of services provided by vendors, and compliance with the company procurement policies and procedures
To develop strategies for the allocation of administrative resources to meet business requirements
To review the effectiveness and efficiency of the processes/procedures in managing, modifying and improving workflow to optimize the use of company resources and recommend enhancements to senior management
To ensure the service level to meet the satisfaction of internal customers and manage the team to provide timely & qualified services to the staff
To ensure compliance with JLT’s Anti-Bribery and Gift and Entertainment Policy
To assist the COO to review, plan, design, analyse and propose office space usage to support the rapid development of the company and follow up the office lease review as needed
To implement office renovation, relocation projects including liaison with the contractor, project monitoring & movement logistics, etc.
Handled divisional budgeting, developing, and analysing budget variances and approving & control the office expenditures
To monitor staff performance, recruitment, retention, set objectives and conduct performance review
15 Dec 2014 to 26 Sep 2016 CITIC Telecom International CPC Limited (750+) – Information & Communications
Senior Human Resources & Administration Manager, Regional
Company Description: CITIC Telecom International CPC Limited, a wholly owned subsidiary of CITIC Telecom International Holdings Limited (SEHK:1883), is comprehensive Information & Communications Technology (ICT) service provider for multinational corporations (MNCs) and business enterprises with multiple business operations in Greater China, Asia Pacific, United States and Europe.
Responsibilities:
Supervised a team of 12 staff members in all regions: Hong Kong (6 pax) including receptionist, senior administration officers, tea lady& drivers, Singapore & Kuala Lumpur (1 pax), Shanghai, Suzhou, Beijing & Chengdu (3 pax), Guangzhou & Shenzhen (2 pax) and reported to the Senior Vice President, Human Resources and Administration
80% overseas travel is required
Achievements: set up offices in Kuala Lumpur, Suzhou, Wuhan, Chengdu, Hangzhou, Taipei & Guangzhou in 2 years; obtained 48.5% discount with one of the famous furniture company; implemented hotel globalization rates for staff members, revamped the operational workflow
Handled office set ups, office expansion, office renovation and office relocation projects in all regions
Oversee office operations for Hong Kong, Singapore, Kuala Lumpur, Shanghai, Suzhou, Wuhan, Chengdu, Hangzhou, Shenzhen, Beijing & Guangzhou office
Handled divisional budgeting, developing, and analyzing budget variances and approving expenditures
Monitor Staff performance, recruitment, termination and retention; maintenance of personnel files and records; benefits administration and staff compensation
Partner with Departments Heads to understand their key issues and business needs and provide sound HR advice and consultation on issues around people management, career development and organizational effectiveness.
Function as a business & a strategic partner to all business & support others departments
8 June 2012 to 21 Nov 2014 Goldenway Group (300+) – Financial Investment Company
Administration Manager
Company Description: Goldenway Group (Chinese based) is a fast expanding financial services corporation that offer a comprehensive range of financial products and services catering for the investment and wealth management needs of our clients in Hong Kong and within the Greater China Region.
Responsibilities:
Supervised 17 staff members include receptionists (3), administration officers (6), office assistants (2), tea lady (1) & drivers (5) and reported to the President, Human Resources and Administration
Achievements: finished office renovation project of 19,000 sq.ft and combined 4 offices into one in 3 months’ time; obtained 49.5% discount with one of the famous furniture company; implemented fixed asset registry and standard operational procedures
Handled divisional budgeting, developing, and analyzing budget variances and approving expenditures
Oversee 7 offices in a daily operation
Handled a new office set ups and leading office and branch office renovation
Monitor Staff performance, recruitment and retention
To develop, implement & review administration policies & procedures to ensure in line with company strategies/objectives
To organize, plan and accommodate clients from China
18 July 2011 to 9 March 2012 Blue Tea Games HK Ltd (40+) – Online Game Company
Operations Manager
Company Description: BTG is a causal online game company, incorporated in USA in 2007. HK Studio was established in 2009. Develop a world-class adventure games and elite partner with Big Fish Games, one of the biggest publishers in USA
Responsibilities:
Supervised and managed all employees and office support staffs includes receptionist, office administrator & tea lady and reported to the Director, owner of the company
Achievements: finished office renovation and relocation project from 1,000 sq.ft to 3,500 sq.ft in 3 months’ time; implemented HR & Administration policies & procedures; implemented payroll slip and health care schemes
Responsible for budgeting & forecast on various office administration matters
Monitor Staff performance, recruitment and retention
Liaise with Auditor for the annual purpose
To participate in accounting, accounts payable & receivable, bank reconciliation by using QuickBooks, appropriate filing of documents and company cash management
Handed a full range of Human Resources and Office Administration functions
Prepared various correspondences, reports & presentation materials
To organize all business travels and accommodations
Monitor and manage all employee expenses
February 2005 to 15 July 2011 Misys Sophis (French Company, 60+) – Financial Institution
Senior Office Manager, Asia Pacific
Company Description: Misys is a listed company in UK. Sophis is a leading provider of cross-asset portfolio and risk management solutions for capital markets, investment banks, hedge funds, asset managers, family offices, corporate and insurance company. As a result, it has created a powerful platform that can deal with the most demanding front-to-back office, across asset trading environment.
Responsibilities:
Supervised 4 staff members and reported to the Managing Director and Chief Operating Officer (COO)
Overseas Travel is required
Achievements: set up offices in Hong Kong, Singapore, Seoul, Beijing and Brisbane; obtained 50% discount with one of the famous furniture company
Provided comprehensive personal assistant on personal or family matters and to perform the full spectrum of secretarial support to Managing Director & COO (French Lady) & assist in ad hoc tasks
Ensure smooth operations of the whole office, which involves in cost management & budgeting
Assisted in project monitoring and budget tracking
Prepared expenses claims and verified invoices
Responsible for budgeting & forecast on various office administration & human resources matters
Liaised with Company Secretary for AGM, resolutions, company registration & filing of tax return
Liaised with Auditor for the annual audit purpose
Experienced in Office set ups, office renovation and office expansion from setting up offices in Hong Kong, Seoul, Beijing, Singapore and Brisbane
Oversee office administration for HK, Singapore, Seoul, Beijing & Brisbane office
Deal with expatriate senior management on different request of admin support
Organized internal and external meetings or special events
Prepared various correspondences, reports & presentation materials
To organize all business travels and accommodations for the team members (Asia Pacific)
Handled a full range of office administration and human resources functions
Worked closely with Sales Team located in Paris, keep monitoring the sales record & issued invoice to the client when appropriate time
Worked closely with IT to maintain office equipment like purchase phone, laptop, desktop, server, the internet…etc.
Collaborated with the Marketing Department located in London to organize conferences, user group meeting, wine tasting event or cocktail event for clients
Worked closely with Finance Department located in Paris, oversee general accounting such as management accounts, payroll, payment requisitions, accounts payable & receivable, bookkeeping & petty cash management
October 2000 to January 2005 Hong Kong Jockey Club
Assistant Catering & Events Planner
Company Description: HKJC is a company limited by guarantee with no shareholders and obtains its net earnings from racing and betting. Our department provides catering services to members’ & non-members during racing and non-racing day.
Responsibilities:
Handled Members' & Non-members' enquiries & promoted banquet function & managing events
Dealing with big organizations and worked with all levels of people
Issue & record banquet forecasts & reports
Liaised with outlet managers, chefs & other related sections on banquet function arrangements to ensure customers' satisfaction
Assist to launch in different marketing promotions
Provided daily administrative works and secretarial support to manager and for the team members
EDUCATION
1995 to 1999 BACHELOR OF COMMERCE DEGREE IN HOSPITALITY & TOURISM MANAGEMENT
Minor in Human Resources Management
Ryerson Polytechnic University, Toronto, Canada
1992 to 1995 Ontario Secondary School Diploma (O.S.S.D)
William Lyon Mackenzie Collegiate Institute, North York, Canada
1990 to 1992 Ontario Secondary School Diploma (O.S.S.D)
SEA Canadian Overseas Secondary School, Hong Kong
ADDITIONAL COURSES
Jan – May 2016 Leadership Course II
Aug 2015 Myers Briggs Type Indicator (MBTI)
May – July 2015 Leadership Course I
March to May 2013 Office Mandarin
ADDITIONAL SKILLS
Computer: Proficient in Microsoft Word, Microsoft Access, Internet, SPSS, PowerPoint, Microsoft Excel, WordPerfect, ACT, Lotus Notes, Microsoft Outlook, Navision, Salesforce, Clarity, Quickbooks, IPL (payroll, MPF Module), HRIS
Typing speed: 80 wpm
Languages: Fluent in English, Cantonese, Mandarin and some knowledge of Japanese and French
HOBBIES
Swimming, traveling, cooking, basketball, volleyball, and reading books
ACHIEVEMENTS / AWARDS
Sabre New Agent Course, Sabre Direct tours / Cruise director / Intro Cars / Hotels / Intro Ticketing/ Advanced Ticketing / Electronic Ticketing / Enhancement / Shortcuts Course, Ontario SuperHost Program, OSSD, Reading award, Certificate of First Aids, Certificate of the British Red Cross Society, Chinese Recitation Competition (Second runner-up), English Literature Recitation Competition (Group)-First runner-up
ACTIVITIES
Service Club Memberships: Member of The British Red Cross Society, Member of Chinese Association at Ryerson
Volunteer Work: Monitress, The Terry Fox Run (Filing), Librarian, Gourmet Food & Wine Expo
Staff Social Club: Vice – Chairman / Chairman of Staff Social Club at Goldenway Group
REFERENCES
References are available on request
Contact this candidate