Office Manager

Midea Group; Dallas (TX); Sur place; USD 70 000 - 100 000; Plein temps

Résumé du poste

Midea Group's Dallas HVAC headquarters seeks an Office Manager to run day-to-day office and facilities operations across showroom, training areas, and R&D spaces. You will oversee building systems, vendors, preventive maintenance, safety inspections, and new office renovations, ensuring readiness for customer visits and programs.

Collaborating with Marketing, Sales, HR and Finance, you will manage budgets, recurring payments, and cross-cultural coordination with teams in the US and China.

Qualifications

• Proven experience in office management and facilities coordination across multi-area sites.
• Experience coordinating renovations/upgrades with PMC/project teams and contractors.
• Strong vendor management, invoicing, and budget awareness.
• Ability to work across cultures and time zones with China and US teams.

Responsabilités

• Oversee day-to-day office and facilities operations across showroom, training areas, and R&D space.
• Manage building systems (HVAC, plumbing, electrical, safety) and preventive maintenance.
• Coordinate with contractors, vendors, and service providers; track contracts, SLAs, and payments.
• Lead showroom/training readiness for customer visits and events; support HR and finance activities.
• Provide on-site support for renovations, office changes, and space planning.

Connaissances

Office management

Facilities coordination

Vendor management

Cross-cultural collaboration

English communication

Formation

Bachelor's degree preferred

High School Diploma or equivalent

Outils

MS Office Suite

CMMS

Work order systems

Description du poste

Company Overview

Midea is one of the world’s largest home appliance brands, offering the most comprehensive selection of products in the world to fully serve the needs of day-to-day living at home, at work, or anywhere else you go. In North America we strive to aim high, put the customer first, transform and innovate the marketplace, utilizing our commitment, dedication, inclusion and partnership with our teams. We are a global company with over 150,000 employees and operations in more than 195 countries. As a publicly listed company, we are also ranked #231 as a Fortune Global 500 company and offers one of the most comprehensive ranges in the home appliance industry.

Midea is establishing its HVAC and Water Heater (WH) headquarters in Dallas, TX, an operating hub that includes a showroom, training areas, R&D space, technical support, aftersales service, call center and workspace, hosting HVAC and WH customers, training programs, and corporate events. We are seeking an Office Manager to keep these facilities running safely, efficiently, and to a high standard of customer experience.

Job Summary

As the Office Manager for our Dallas, HVAC and HW headquarters, you will own day-to-day office and facilities operations across the showroom, training areas, R&D space, and workspace. You will manage building systems and vendors (HVAC, water heaters, plumbing, electrical, fire & safety, cleaning, security, utilities), maintain preventive maintenance and work-order processes, and ensure the facility is inspection-ready and customer-ready at all times. You will also support office renovation and upgrade projects, coordinating with PMC project companies and related suppliers to keep scope, schedule, and site coordination on track. You will lead customer hospitality, training/event logistics, trade show bookings, and provide Personal Assistant support to the General Manager, while supporting core HR and Finance activities. During training sessions and customer events, you will work hands-on with colleagues from Marketing, Sales, Technical Support, and other departments to ensure smooth execution. This role works in a cross-cultural environment with colleagues from different countries, including China-assigned employees and locally hired US colleagues; cross-time-zone and cross-cultural coordination is part of the daily work.

Essential Job Responsibilities

1. Office & Facilities Management

• Multi-area facility oversight: Manage the day-to-day condition, safety, and readiness of the showroom, training areas, R&D space, and workspace; conduct routine walk-throughs and maintain facility checklists/logs.
• Building systems & maintenance: Oversee HVAC, water heaters, plumbing, electrical, lighting, and other building systems; schedule and supervise routine and urgent repairs; maintain a preventive maintenance (PM) plan and work-order tracking.
• Contractors & vendors: Coordinate property management, mechanical/HVAC maintenance contractors, cleaning, security, fire & life safety, utility providers, and showroom/training equipment vendors; manage contracts, SLAs, service quality, invoices, and payment.
• Office renovation & upgrade support: Support office renovation/upgrade projects (layout changes, showroom/training area upgrades, furniture, MEP coordination); act as the on-site coordinator with PMC project companies, contractors, designers, and furniture/equipment suppliers; track project schedule, site access, deliveries, and punch-list follow-up; coordinate internally with relevant colleagues and ensure minimal disruption to daily operations.
• Inspections & compliance: Manage annual fire and safety inspections, permit renewals, and inspection records; support EH&S requirements including emergency evacuation plans, contractor site safety, and incident reporting.
• Showroom/training/R&D readiness: Ensure power, HVAC, water, and safety conditions meet the needs of demo equipment, training sessions, and R&D activities; coordinate setup/teardown and facility readiness for customer visits and training programs.
• Utilities, lease & recurring payments: Process and manage recurring office payments, including office rent, coffee machine rental, internet/telecom, utilities (electricity, water, gas), and other facility-related service fees; track due dates and auto-pay schedules, verify invoices against contracts/usage, resolve billing discrepancies, and ensure no late payments or service interruptions.
• Process & policy: Identify, create, and maintain administrative/facility processes, office policies, and documentation (e.g., visitor policy, contractor access, key/access control, emergency contacts).
• Budget & assets: Support office and facility operations budget tracking; maintain fixed asset/equipment inventory, especially showroom and training equipment.

2. Hospitality, Training/Events & Executive Support

• Customer hospitality: Welcome HVAC/WH customers, partners, and corporate guests from different countries and cultural backgrounds; prepare meeting/training spaces, visitor flow, refreshments, and hosting details; coordinate with showroom/training teams on demo readiness.
• Training & event logistics: Lead logistics for HVAC training sessions, customer hosting, local corporate events, and team-building activities (room setup, AV, materials, catering, signage, access).
• Cross-functional training & event support: Partner with Marketing, Sales, Technical Support, and other departments during training sessions, customer visits, and events; help with room/space setup, materials and demo preparation, attendee logistics, AV and signage, catering/refreshments, and on-site coordination; adapt quickly to last-minute changes and share workload across teams. Cross-department mutual support is part of our culture, and all teams are expected to help each other.
• Trade shows: Manage trade show registrations, bookings, shipments, and on-site logistics coordination.
• Travel coordination: Plan and arrange travel itineraries (flights, hotels, transportation) for visiting customers, leadership, and staff; support China-assigned employees' travel and local logistics as needed.
• Personal Assistant to GM: Provide high-level administrative support to the General Manager, including calendar management, scheduling, meeting preparation, travel planning, and handling confidential matters.

3. HR & Finance Support

• HR assistance: Support employee onboarding for both China-assigned and local US hires, including cross-cultural onboarding coordination (arrival logistics, local orientation, buddy/contact setup); interview scheduling and candidate/applicant travel coordination.
• Finance support: Assist with vendor invoicing, payment issue resolution, expense report processing, and budget tracking for office/facility operations; support reconciliation of recurring payments handled under facilities/office operations and maintain a clear payment tracker.
• Reporting & administration: Prepare presentations, reports, and internal communications as required.
• Other duties: Perform other administrative/facility duties as assigned, including ad-hoc cross-department support during trainings, events, and peak periods.

Required Qualifications

• Proven experience in office management and facilities coordination, ideally in a multi-area site (showroom, training, R&D, office).
• Experience supporting office renovation/upgrade projects and coordinating with PMC project companies, contractors, and suppliers (schedule, site access, deliveries, punch-list follow-up).
• Experience managing building systems and facility vendors/contractors (HVAC, plumbing, electrical, fire & safety, cleaning, utilities), including contracts, SLAs, and service follow-up.
• Strong organizational and multi-tasking abilities with high attention to detail; self-starter who identifies needs and drives tasks to completion.
• Strong cross-functional collaboration skills; experience working with Marketing, Sales, Technical Support, or similar teams to support training sessions, customer events, or go-to-market activities.
• Hands-on experience with recurring office payments and vendor billing (e.g., rent, equipment rental such as coffee machines, internet/telecom, utilities), including invoice verification, due-date tracking, and discrepancy resolution.
• Experience with invoicing, light accounting/financial tracking, and payment processing; comfort with budget tracking.
• EH&S awareness and experience with inspections, emergency procedures, and contractor safety.
• Proven ability to work in a cross-cultural environment with colleagues from different countries; experience coordinating across time zones and adapting communication styles.
• Effective communication in English, collaboration with China-assigned colleagues and headquarters if necessary; Chinese (Mandarin) proficiency preferred is a plus.

Preferred Qualifications

• Bachelor's degree preferred; High School Diploma or equivalent acceptable with relevant experience.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with work-order/CMMS or facility ticketing tools a plus.
• Project management experience (renovation or facility upgrade projects) is a plus
• experience working with PMC/EPC firms, designers, or furniture/MEP suppliers is a plus.
• Previous experience supporting C-level or senior executives as an Executive Assistant/Personal Assistant.
• Demonstrated ownership and project management capabilities is a plus
• Experience with auto-pay setup, PO/invoice reconciliation, and maintaining a payment/expense tracker; familiarity with basic accounting or expense systems a plus.

Working Environment & Cross-Cultural Note

This role is based on-site at our Dallas, TX HVAC headquarters, which includes a showroom, training areas, R&D space, and workspace. The team includes colleagues from different countries and cultural backgrounds, including China-assigned employees and locally hired US colleagues. The Office Manager is expected to be comfortable working across cultures and time zones, coordinating with both local vendors and international stakeholders, and supporting a newly established site through renovation/upgrade phases and ongoing operations. Cross-department collaboration is the norm: Marketing, Sales, Technical Support, HR, Finance, and other teams support each other during trainings, customer hosting, and events.

Success Measures

• Facility uptime and work-order response/resolution timeliness.
• Inspection readiness and EH&S compliance (zero critical findings).
• Vendor/service performance and cost/budget adherence.
• Customer/training/event hosting satisfaction and readiness.
• Renovation/upgrade project coordination: schedule adherence, punch-list closure, minimal operational disruption.
• Cross-functional training/event support: readiness, responsiveness, and satisfaction from Marketing, Sales, Technical Support, and other participating teams.
• Recurring payments: on-time payment rate, zero service interruptions (internet, coffee machine, utilities), and billing reconciliation accuracy.
• GM administrative support effectiveness and confidentiality.

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities. Duties, responsibilities, and activities may change at any time with or without notice.

EEO Statement

We are an equal opportunity employer and value diversity. All employment is decided based on qualifications, merit, and business need.