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Office Manager

3 months ago

Belleville, Ontario, Canada Matchfield Full time

Office Manager (China)

Entrance Qualifications:

  • College or university degree or 5+ years of direct work experience in an office management with fabrication facility experience.
  • Canadian expat with work experience in China an asset.
  • Understanding of Mandarin oral is required and written an asset.

Knowledge & Innovation:

The Office Manager is responsible for planning and overseeing all administrative and operational support for the EMS-Tech Wuxi office.

This includes coordinating and communicating office activities, reception duties, shipping and receiving, contract management, supplies and stationery, health regulations, and general troubleshooting.

The Office Manager will also be responsible for the safety requirements of the organization's facilities and assets.

  • Supervise the OA/QC for fabrication of bulk material handling equipment in accordance with the Technical Specification, Approved Drawings, Class Rules and Regulations, and Good Shipbuilding/Construction Practice. Exact details, training and expert support are to be provided by EMS specialists in areas where expertise by the Wuxi office manager may be limited; for example in Class Rules, Statutory Rules & Regulations, and Good Shipbuilding/Construction Practice.
  • Schedule the China team to efficiently and effectively complete the inspections and achieve the project requirements.
Oversee completion of the EMS Wuxi office statutory filing requirements, and invoice/payroll approval, proper project coding., and overtime management/approval.

  • Attend customer/sales meetings in China as the EMS representative and produce written action items or HQ report.
  • Review/discuss with suppliers/contractors technical matters as agreed to with the project engineer and the project manager.
  • Manage the development of the Chinese technical advisor capabilities to provide growth opportunities and job satisfaction.
  • Manage the daily operation of the EMS Wuxi office including work assignments, communications, budget, resources, performance feedback.
  • Ensure that inspection reports, installation checklists, and commissioning checklists are accurate, complete, and delivered in a timely manner.
  • Ensure that the feedback provided by the inspectors to the fabricators/suppliers is being acted upon.
  • Support the China team in negotiations with Chinese vendors.
  • Organize and participate in inspections by the Owners and produce written action items or HQ Report.
  • Provide support to people from the EMS head office that are visiting China.
  • Ensure that the latest version of the EMS information/drawings is available to the inspection team.
  • Verify that the fabricators/suppliers are utilizing a Quality Control System and that the System is utilized during the construction of EMS products. Produce written action items or HQ report.
  • Maintain close liaison with fabricators/suppliers, Classification Society Representatives and other interested bodies to ensure that problems associated with the issuing of any required certification are identified and resolved.
  • Participate in scheduled operational trials in shipyard or local shops to ensure that the operation is in compliance with the specification. Produce written action items or HQ report.
  • Ensure that at the completion of the project all necessary documentation related to inspections has been delivered to the Project Manager and Project Engineer.
  • Visit the fabricators/suppliers to observe compliance with the Specifications and Quality Standards.
  • Liaise with the fabricators/suppliers and shipyard to ensure that equipment is delivered on time and with quality, in order to prevent delay in the building schedule.
  • Maintain information and information technology security.
  • Provide leadership and mentoring to the Chinese team as they grow and assume additional field advisory responsibilities.
  • Interview and hire Chinese personnel as required to meet EMS's China strategy.
Demonstrate competence with MS Office Suite (Word, Excel, and PowerPoint) and other software as required.

Any other duties assigned by Senior Management.

Communication:

  • Work and interact with other team members.
  • Communicate effectively and accurately with suppliers, customers, and other team members in both written and oral formats.
Adhere to EMS-Tech Inc.'s confidentiality and intellectual property agreements and policies.

Physical Conditions/Demands:

Normal office conditions (sitting at a desk, operating phone, computer/monitor, keyboard/mouse etc.) with intermittent standing and walking. The lifting of objects is limited to a maximum weight of 35 lbs. (16 kg).

Adhere to EMS-Tech Inc. safety practices both in the office, in transit, and off-site.

Independent supplier and customer visits (i.e.

engineering offices, machine and steel fabrication shops and other industrial installations), and technical meetings, equipment installation and commissioning activities (i.e.

bulk handling facilities that have spec