Facility Services Administrator/Officer

Overview of role

Reporting directly to the HR Director in the Hong Kong office, the Facility Services Administrator/Officer is a key member of the Operations Department and plays an important role in supporting the smooth operation, maintenance and safety of the Firm’s facilities. Working as part of a collaborative team, and closely with the Office Assistant and Receptionist, the Administrator/Officer will help deliver high-quality facilities services across office operations, including reception and mailroom support, records and file maintenance, meeting and conference coordination, office supplies, vendor tracking and maintenance and special projects. The role requires regular interaction and close coordination with colleagues across departments, external contacts, visitors and internal clients at all levels of the Firm, and calls for a proactive, service-oriented and team-focused approach.

Candidates with more relevant experience may be considered for the Officer position.

Duties, Responsibilities & Person Specification

Facility Maintenance and Operations

• Coordinate daily Facility Services and Maintenance requests and preventive and corrective maintenance schedules.
• Coordinate with the Office Assistant on maintenance, repairs and storage of fixtures, fittings, furniture, office equipment and appliances.
• Coordinate workspace arrangements, floorplan updates and office orientation for new joiners and visiting staff, including office tours.
• Coordinate event set-up and arrangements for internal and external events, working closely with key stakeholders to ensure smooth delivery.
• Work collaboratively with the Office Assistant and Receptionist as one team to ensure the overall operation of Facility Services is well coordinated and effectively managed.
• Work closely with colleagues across departments to ensure smooth operations and foster a positive and cooperative work environment.
• Attend to reception duties and provide backup support as necessary.

Vendor & Contractor Management

• Act as primary liaison with building management and shared services (e.g., security, lifts, common areas).
• Liaise with external service providers, maintenance contractors and supply vendors as needed, including obtaining quotations, maintaining pricing records and supporting cost-effective procurement for office equipment, cleaning, repairs and accommodation.
• Monitor service providers’ compliance with agreed service standards, quality requirements and contractual obligations.

Health, Safety & Compliance

• Support workplace safety initiatives and ensure compliance with health and safety standards, fire safety and evacuation procedures help maintain a clean, safe and well-organised office environment.
• Monitor and maintain building and security systems, assist with disaster preparedness, and support fire drills, evacuation procedures and other contingency exercises.
• Maintain oversight of office infrastructure including safety and access control.
• Maintain accurate records to support compliance with local regulations and company policies.

Education, Skills & Experience

• 3–5 years’ experience in facilities or office management, preferably within professional services, a law firm or financial services environment.
• Strong stakeholder management skills, with the ability to work effectively with staff, leadership, building management and external service providers.
• Experience supporting facilities, reception and workplace operations.
• Good organisational and vendor management skills.
• Strong organisational and problem-solving skills, with the ability to handle practical issues and difficult situations efficiently and professionally.
• Able to work independently and collaboratively as part of a team, while managing multiple tasks in a fast-paced environment.
• Able to handle confidential information with discretion and maintain the strictest confidentiality.
• Able to coordinate project logistics and manage multiple priorities effectively.
• Flexible and self-motivated, with a positive, can-do attitude.
• Fluency in Cantonese and English is required.

Please note; this role involves a degree physical requirements; including filing, climbing or balancing, stooping, kneeling or crouching, and assisting with the movement of light furniture when required.

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