Office Manager

Our 29-year journey rides on the passion of over 27,000 seafarers and 1,000 onshore professionals. Today, we are one of the largest independent third-party ship management companies managing over 650+ diverse types of vessels.

Headquartered in Hong Kong SAR, China, we operate on a global scale having 27 offices in 12 countries. Our client base spans over 100 world-class ship owners, including Fortune 500 companies from China, Greece, India, Japan, Korea, Netherlands, Norway, Turkey and the USA, among others.

In a shore career at FLEET, you will be working with a team of a highly passionate, self-driven and committed group of people. We aim to be a place where you can achieve your full potential, regardless of your background. We are looking for individuals who are ambitious about making a strong contribution to FLEET’s short and long-term sustainable growth – whether you are dealing directly with clients or working in a role supporting the business, such as technology, legal or communications.

Job Position Summary  

The primary role of the Office Manager will be to oversee and manage office administration, facilities, and workplace enhancements. This person will be comfortable working with a high degree of attention to details and discretion as well as incorporating new and effective ways to achieve better results.

Job Experience, Functional Knowledge and Qualifications   

• Managing day-to-day administrative operations, including maintaining office supplies, managing correspondence, and handling general office logistics
• Overseeing the maintenance and upkeep of the office facilities, including managing vendor relationships, coordinating repairs and maintenance services, and ensuring a safe and functional work environment
• Monitoring and managing office-related budgets, tracking expenses, and ensuring cost-effectiveness in procurement and resource allocation
• Facilitating effective communication and collaboration within the office, including coordinating with different departments, disseminating information, and fostering a positive work culture
• Maintaining accurate records, files, and documentation, both in physical and electronic formats, and ensuring proper data management and confidentiality
• Supervising and providing guidance to administrative staff, fostering a supportive and cohesive team environment, and promoting professional growth and development
• Establishing and enforce office policies and processes, ensuring they are up-to-date
• Coordinating and organizing company events and activities
• Collaborating with HR and relevant departments to ensure new joiners have a well-prepared workstation that is clean, organized, and equipped with all the necessary tools and resources
• Offering occasional assistance in managing the reception during peak periods or when additional support is needed
• Maintaining professional communication channels within the office, and setting an example of professionalism for all office staff by demonstrating appropriate behavior and attire
• Assisting in ad-hoc duties as assigned

Relationship:

INTERNAL:

• All employees of FML

EXTERNAL:

• Courier
• Vendor contracted with FML
• BMO

Job Experience, Functional Knowledge and Qualifications

• Bachelor's degree in business administration, office management, or a related field
• 5+ years of office operations/office administration experience; office management experience is desirable
• Proficient computer knowledge in Microsoft Office applications
• Excellent interpersonal and communication skills (in English and Chinese)
• Strong organizational, problem-solving skills, and attention to details
• Experience in shipping industry is preferred

Competencies

• Customer focus
• Planning and organizing
• Analysis & problem solving 
• Listening and communication
• Accountability 
• Initiative
• Adaptability

Fleet Management Limited is committed to diversity, equity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local laws.