Facility Services Administrator/Officer

Overview of role

Under the direct supervision of the HR Director in the Hong Kong office, this position is a key team member in the Operations Department. As the Facility Services Administrator/Officer (the "Administrator/Officer"), this role is responsible for ensuring the smooth operation, maintenance, and safety of the Firm’s facilities. Working closely with our Office Assistant and Receptionist to provide quality service to support the business, including reception and mail areas, record keeping, file maintenance, coordination of meetings and conferences, obtaining supplies, vendor tracking and maintenance, coordinating direct mailings, and working on special projects. The Administrator/Officer will work with a diverse group of external contacts and visitors as well as internal clients at all levels of the Firm. Candidates with more experience will be considered as Officer.

Duties, Responsibilities & Person Specification

Facility maintenance and operations

•    Partner with the Office Assistant and Receptionist to ensure the overall operation of the Facility Services is well managed. 
•    Work closely with colleagues across departments to ensure smooth operations and foster a positive and cooperative work environment.
•    Coordinate the daily processing of staff requests in relation to Facility Services and Maintenance.
•    Coordinate with Office Assistant for all maintenance, repairs and storage of fixtures, fittings, furniture, office equipment and appliances in office space.
•    Monitor and maintain building and security systems, assist disaster preparedness and respond to emergency situations by coordinating and providing support in fire drill, evacuation and other contingency exercises.
•    Coordinate preventive and corrective maintenance schedules.
•    Respond promptly to facility-related issues and service requests.
•    Coordinate and assist in set up and arrangement by working closely with other key stakeholders for internal and external events.
•    Coordinate new and visiting staff with their workspace, floorplan updates and orientation including office tour.
•    Attend and act as a back up at the reception as necessary.

Vendor & Contractor Management

•    Liaise with external service providers, maintenance and supply vendors as needed. Obtain quotations and keep price data to get the best pricing from vendors for office equipment/cleaning/repairing/accommodation.
•    Ensure compliance with service agreements and quality standards.

Health, Safety & Compliance
•    Support workplace safety initiatives and clean office environment. 
•    Maintain records of compliance with local regulations and company policies.

Education, Skills & Experience

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Computer Knowledge 
Intermediate working knowledge of Windows -Microsoft Word -Microsoft Excel - Outlook

Education and/or Experience
Associate degree and above with minimum three years administrative; customer service or related experience.

Personal Qualities/Skills
•    Excellent team player with strong communication and interpersonal skills.
•    Good organisational and vendor management abilities.
•    Strong organizational and problem solving skills. Able to solve practice problems and deal with difficult situations in an efficient and professional manner.
•    Ability to work independently and in a team. Can multi-task and work in a fast-paced environment.
•    The ability to operate with strictest of confidentiality. 
•    Ability to coordinate logistics for projects and manage multiple priorities.
•    Flexible, self-motivated with a 'can do' attitude.
•    Able to perform some physical demands including filing; climb or balance and stoop; kneel or crouch and be able to support the movement of some light furniture when required.

Language Skills
•    Fluency in Cantonese and English required. 
•    Ability to read well, to effectively present information and respond to questions from groups of managers, internal and external clients and the general public.