McGregor Coxall is a leading international Landscape Architecture, Urban Design and Environmental Design
Consultancy. The company has recently established in Shenzhen and aims to grow into one of Asia’s most
prominent brands in our industry with a global influence. We are seeking a fluent English-speaking
operation coordinator to provide support for our growing studio. This position is required to undertake
general administrative duties for staff of the Shenzhen Studio in liaison with our international Studios.
Initiative should be taken to fully understand the roles and responsibilities of all members of staff in McGregor Coxall
and to use tact and diplomacy to ensure confidentiality where appropriate. This is an opportunity to become part of
a strong global brand and culture with scope to develop and progress within the company.
. implement organisational values and office systems
. maintain operational effectiveness
. maintain office cleanliness / empty bins
. collection and sorting of mail
. answer phone and door
. greet clients and promote the firm
. provide personal assistance to the Board of Directors, Studio Leader, Administration Manager,
Marketing Manager and Finance Manager including effective servicing of information distribution and
coordination
. file, type, shorthand, take dictation
. assist with preparation of promotional material
. prepare reports for the Directors as necessary
. under guidance of the QA Coordinator implement the QA policies of the company, assist to manage
ISO 9001 certification and assist in development/maintenance of internal Development of internal
Dashboard
. banking
. general errands
. archiving
. maintaining office files and office, finance, project filing
. order office supplies
. make coffee / tea when required

PROJECT ADMINISTRATION
. ad-hoc project team support such as assisting with reports in InDesign and preparation of presentations
in Keynote
. assist project teams with project set up, contract administration and project QA requirements
. assist project teams with entry of plants into the internal Plant Data Base
. assist project teams with producing subconsultant agreements and purchase orders
. assist HR Careers Team in producing HR letters/employment contracts from templates and
visa applications
. arrange meetings, attending and minuting as requested
. produce letters, reports and documents in a timely manner

FINANCE ADMINSTRATION
. maintain and update various administration and finance office databases
. arrange travel and prepare itineraries for all staff
. follow up debtors for payment of overdue invoices
. create Purchase Orders and enter bills/invoices into Dashboard/Xero
. assist Finance Manager with accounts receivable and projected billings
. ad hoc marketing support including resizing images, managing media library, downloading tender
documentation/registrations and preparing photographers briefs

INTERPRETER
. Interpretation and translation where required (verbal and written)
. Accompany on visits within and outside Shenzhen where translation activities are required
. Edit, produce and format documents
. Take dictations and write meeting minutes – fluency (speaking, listening, reading and writing) in English and
communication with Australian and UK Studios)
. Edit, produce and format documents
. A good understanding and in-depth knowledge of language/ country-specific culture
. Ability to provide spoken information accurately, quickly and clearly
. Excellent writing skills, command of grammar, interpersonal and communication skills
. Ability to interact well with people individually and on a group, basis including attendance at meetings