Office Manager

Company Overview

Midea is one of the worlds 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 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 150000 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

• Bachelors 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.