Office Manager, NACOS Marine China

Wärtsilä is an innovative technology company known for being a forerunner in the Marine and Energy markets. Every day, we – Wärtsilians - put our hearts and minds into turning Wärtsilä's purpose of enabling sustainable societies through innovation in technology and services into reality. Our ultimate aim is to provide increased value to both our customers and society. New, game-changing ideas and continuous improvement have been part of our DNA since 1834. Together, we can create new business opportunities and more sustainable future that we can all be proud of. 

We want to transition the world towards a decarbonised and sustainable future. By pushing the boundaries of engineering and technology, we can make it work. We are always on the lookout for future-oriented talent – want to join the ride?

Company Overview
ANCS is embarking on an exciting journey as we transition to a standalone organization following our recent divestiture. This transformation presents new opportunities for growth, agility, and innovation as we build a strong foundation for the future. As part of this transition, we are strengthening our local office management capabilities to support our operations in China.
 

Role Overview
The Office Manager plays a key role in supporting office administration, IP team within the local legal entity in China (Shanghai and Suzhou). This position acts as the local interface between the local business, and external service providers, ensuring smooth office administration transactions, and compliance with country-specific requirement.

The ideal candidate is proactive, detail-oriented, and adaptable, with the ability to handle a mix of office administration, local vendor coordination while effectively communicating with internal and external stakeholders. This role offers an excellent opportunity to gain experience across multiple offices in China in an international, fast-paced environment.
 

Key Responsibilities

• Executive office operations to ensure a productive and organized working environment.

• Coordinate office services such as space allocation, facilities and office systems maintenance, and office supplies and ordering new stationery, furniture, appliances and electronics as required
• Manage the office occupancy and enforce seating standards
• Develops and implements office policies and procedures to improve efficiency and effectiveness for office activities
• Assist in the planning and execution of internal events and meetings, ensuring all logistics are handled efficiently
• Acts as the point of contact for internal and external stakeholders regarding office-related inquires
• Supports the implementation of office policies and procedures to improve operational efficiency
• Facilitates communication within the office and with other units to ensure smooth operations
• Answering telephone calls and emails from customers and clients and directing them to relevant staff
• Work with Country Manager and Finance to create an office budget and ensuring all employees follow it
• Organising maintenance companies to keep the office clean and safe and ensure its appliances are in good work order
• Reporting office progress to senior management and working with them to improve office operations and procedures
• Supports HR administration when required, interviewing and training new office employees and organising their employment paperwork; support employee HR needs (i.e. time attendance, leave management); assist on foreign employee’s work via application or local employee’s Shanghai residence application
• Supports IT support from local perspectives (i.e. new employee support, telecom coordination)
• Supports domestic or international Business Travel management for local employees
• Administrative assistant to Country Manager China

Qualifications & Skills

• Bachelor's degree in administration, business management or a related field.
• Experience in office management in international company is highly desirable
• Familiarity with local administration procedures in China
• Ability to liaise with external service providers such IP team, IT vendors, administrators
• Contributes to the performance of the office by providing specialized operational expertise and overseeing administrative activities, impacting the efficiency and productivity of the office
• Effective communication and interpersonal skills to interact with both internal teams and external partners.
• Proactive and adaptable, with the ability to navigate multiple tasks in a fast-paced business environment.
• Fluency in English and Chinese
• Familiarity with Microsoft Office

Work Environment & Team

• Full-time position in Shanghai, China
• Works closely with a local team of up to 50 people
   

Why you and us 

We have an amazing team and a clear purpose to exist. We are passionate about the work we do and hope to find a colleague with a shared passion for smart technologies and a sustainable future.

All our employees are encouraged to utilise the variety of training activities, learning solutions and self-study materials that we have to offer which supports the opportunity to further develop your talents and competencies within a very global working environment, in an ambitious and growth orientated organisation. 

Contact & next steps

Does this sound like the job for you? If yes, we hope to hear from you before the application 7th May 2025 by submitting your application through our careers portal. Are you still wondering if you should apply and would like to get something clarified? Please reach out to Tina Zheng, Talent Acquisition Partner (tina.zheng@wartsila.com) with any questions related to this position. (only for questions from direct job applicants, applications through email will not be recorded or responded to)

Please apply by 7th May 2025 at 23:59 Chinese Standard Time. Our recruiting tool recognizes the time zone where the job ad has been published and closes the application period according to same time zone.

Last application date: 07/05/2025 

At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities. 

Please note that according to Wärtsilä policy, voluntary consent for a security check may be required from candidates being considered for this position, depending on the applicable country.

This is Wärtsilä 

Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 18,300 professionals, in more than 230 locations in 77 countries, shape the decarbonisation transformation of our industries across the globe. Read more on www.wartsila.com.