What You’ll Do

As Office Coordinator, you will be responsible for assisting in the maintenance of a safe and efficient operating environment for all employees in the brand-new Shanghai office by supporting the Office Manager with the Facilities Management functions. This position reports to the Office Manager and will work closely with the Operations and IT teams in the US and UK to ensure all business needs are appropriately met. To be successful in this role, the ideal candidate has DIY experience is well organized, has the ability to multi-task, is able to work in a fast-paced environment and is a team-player with a keen eye for detail who takes the initiative to resolve operational challenges and improve processes.

What you’ll be working on

• Assisting the Office Manager to ensure the move to a new office space in central Shanghai runs smoothly and seamlessly.
• Provide warm receptionist to internal and external visitors, manage incoming calls, emails and mails.
• Oversee the day-to-day activities of the office as the main point of contact for first level queries from staff regarding office administration ensuring colleagues have the resources and a comfortable environment to do their best work.
• Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and employee lists.
• Assist in the oversight and maintenance of office equipment for uninterrupted function, identify and fulfill office supply needs ensuring supplies are constantly restocked, track the inventory, maintain and manage vendors.
• Assist the Office Manager with the office budget and coordinate with finance to ensure timely payment to vendors.
• Provide direct maintenance support, collaborating with external vendors for larger scale office maintenance needs.
• Support with operations safety management and policies and procedures.
• Assist the Office Manager with the coordination of internal and external resources and cultivate relationships with vendors.
• Provide executive and administrative support and coordination as needed including managing calendars.
• Working with cleaning service team to maintain office clean, tidy and fully stocked at all times, checking the office several times during the day to ensure this is maintained to a high standard.
• Provide support for internal events and meetings as necessary.
• Provide support to PR and VM functions as required (e.g. Logistic and samples management, events supporting)

Must Haves:

• 1+ years of Office Coordinator experience.
• Experience in DIY is preferred.
• Ability to operate effectively & efficiently in a fast-paced environment.
• Must exhibit excellent attention to detail and good organizational skills.
• Must be energetic, highly motivated and able to multi-task.
• A self-starter who provides white glove customer service.
• Must be an adaptable problem-solver with the curiosity to learn.
• Excellent written, interpersonal and communication skills.
• Oral and written English skills preferred.
• Advanced computer skills and experience using email tools and online platforms (Dropbox, Teams).
• Proficiency in Microsoft Office, with aptitude to learn new software and systems.
• Discreet, diplomatic and ability to liaise at all levels.  

What You’ll Do

As Operations and Talent Manager, you will coordinate and oversee all administrative and operational duties in our Japan office. This position has dual reports to the Operations and HR team in region to ensure all business needs are appropriately met. To be successful in this role, the ideal candidate is well organized, has the ability to multi-task, is able to work in a fast-paced environment and is a team player who takes the initiative to resolve operational challenges and improve processes.

What you’ll be working on

• Oversee the day-to-day activities of the office as the main point of contact 
• Assist in all regulatory compliance matters, including but not limited to company/branches setup/deregistration, regulatory filings, licensing maintenance and renewals
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and employee list
• Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food delivery as needed
• Manage office budget and coordinate with finance to ensure timely payment to vendors
• Collaborate with the building facilities team for office maintenance needs
• Provide first-level IT support to executive team and onsite staff
• Support operations safety management and policies and procedures
• Coordinate internal and external resources, and cultivate relationships with vendors
• Provide executive and administrative support and coordination as needed including managing calendar.
• Provide high-touch support to the staff throughout the workday, ensuring colleagues have the resources and a comfortable environment to do their best work.
• New Entity Setup: Assists in the preparation of any documents necessary for new company and branches setup
• Upkeep and maintain all business licenses and certificates necessary and assist in annual inspection with government agencies
• Liaise with regional contact to upkeep all company insurance information and renew company insurances before expiry date
• Work with team members to liaise with government officials in compliance with local regulations
• Office Lease Maintenance
• Act as the local point of contact for HR-related matters, coordinating between the Japan office and regional HR team
• Support recruitment processes, including coordinating interviews, communicating with candidates, and assisting with onboarding logistics
• Support day-to-day HR operations, including onboarding, offboarding, and employee documentation
• Coordinate with external vendors (e.g., payroll, benefits providers) to ensure smooth HR administration
• Ensure compliance with local labor requirements and maintain accurate, confidential employee records

Must Haves: 

• Bilingual spoken & written Japanese & English.
• 5+ years of office or operations management experience 
• Ability to operate effectively & efficiently in a fast-paced environment
• Must exhibit excellent attention to detail and good organizational skills
• Must be energetic, highly motivated and able to multi-task
• Must take ownership of tasks and be able to follow through independently
• A self-starter who provides white glove customer service.
• Must be an adaptable problem-solver with the curiosity to learn
• Excellent written, interpersonal and communication skills
• Advanced computer skills and experience using email tools and online platforms (Dropbox, Zoom)
• Proficiency in Microsoft Office, with aptitude to learn new software and systems
• Proficient in planning and executing operational initiatives

What You’ll Do

As Office Coordinator, you’ll play a key role in shaping a seamless, high-performing workplace experience in our London office. Partnering closely with the Operations Manager, you’ll help create a safe, efficient, and inspiring environment where teams can do their best work every day. From supporting facilities management to keeping day-to-day operations running effortlessly, you’ll be at the heart of what makes the office tick.

You’ll also take part in how our showrooms are presented daily by ensuring they are consistently polished, thoughtfully maintained and ready to impress at any moment. With a strong eye for detail and a service-first mindset, you’ll help create a space that reflects the quality of our brands and delivers an exceptional experience for everyone who walks through the doors.

Reporting into the Operations Manager, you’ll collaborate with the People & Culture, and IT teams across the London and EMEAI locations to ensure everything runs smoothly and business needs are met with clarity and precision at our London base.

We’re looking for someone who is naturally organised, proactive, and takes ownership. You’re comfortable juggling multiple priorities, have a sharp eye for detail, and take pride in delivering a high standard of presentation and service. You enjoy solving problems before they arise and don’t just keep things running, you actively look for ways to improve how things work. A true team player, you bring energy, initiative, and a “no task too small” mindset to everything you do.

What you’ll be working on

• Be the face of the office, creating a welcoming and high-energy environment that reflects the brand and culture
• Oversee day-to-day office operations, ensuring all spaces are organised, functional, and presentation-ready at all times
• Provide direct administrative supports as needed, including scheduling appointments, meetings and events, maintaining filing system, mailing and shipping packages, as well as being the main contact for office deliveries at the building loading bay.
• Assist in the oversight and maintenance of office equipment for uninterrupted function, identify and fulfil office supply needs ensuring supplies are constantly restocked.
• Oversee the weekly grocery budget and deliveries, maintaining strong attention to detail with stock levels and ordering proactively to ensure the office is consistently well-supplied
• Assist the Operations Manager with the office budget and coordinate with finance to ensure timely payment to vendors
• Support with operations safety management and policies and procedures.
• Assist the Operations Manager with the coordination of internal and external resources, and cultivate relationships with vendors.
• Provide executive and administrative support and coordination as needed including managing calendars.
• Keep the office, kitchens and toilets clean, tidy and fully stocked at all times. Checking the office and toilets several times during the day to ensure this is maintained to a high standard.
• Provide support for internal events and meetings as necessary.
• Support onboarding and offboarding processes to ensure a seamless employee experience
• Act as a central point of contact for employee requests, troubleshooting issues quickly and proactively
• Assist with facilities projects, office moves, and space optimisation initiatives.
• Support on Employee Experience events and programs in partnership with the Operations Manager and the People & Culture team.
• Assist in other ad-hoc duties as required.

Must Haves: 

• 1+ years of Office Coordinator experience. 
• Naturally proactive and always thinking ahead. Able to spot what’s needed before it’s asked and taking ownership to make it happen.
• Ability to operate effectively & efficiently in a fast-paced environment.
• Must exhibit excellent attention to detail, superb time management and good organisational skills, as well as the ability to appropriately prioritise tasks.
• Must be energetic, highly motivated and able to multi-task.
• A self-starter who provides white glove customer service.
• Must be an adaptable problem-solver with the curiosity to learn.
• Excellent written, interpersonal and communication skills.
• Advanced computer skills and experience using email tools and online platforms (Box, Zoom).
• Proficiency in Microsoft Office, with aptitude to learn new software and systems.
• Discreet, diplomatic and ability to liaise at all levels.
• This is a hands-on role that involves handling deliveries and moving items. The role requires a level of physical strength to enable lifting and carrying for example boxes and furniture. Reasonable adjustments will be considered in line with business needs.