Facility Services Manager

Overview of role

The Facilities / Office Manager is responsible for the end-to-end management of the WPS Hong Kong office environment, ensuring a professional, efficient, compliant, and scalable workplace. The role oversees facilities operations, vendor management, workplace experience, and office governance, acting as the central coordination point between staff, the law firm, building management, and external providers. The role is critical in supporting WPS’s transition to a standalone regulated entity in Hong Kong and ensuring the office infrastructure evolves in line with business growth.

Duties, Responsibilities & Person Specification

1. Facilities & Workplace Operations

• Own day-to-day running of the Hong Kong office (17/F), including common areas, meeting rooms, pantry, and workspace environment including those associated with H&S requirements in line with Global Standards & Regulations
• Ensure office is maintained to a high professional standard (cleanliness, functionality, readiness).
• Manage office layout, seating plans, and space utilisation in line with growth and hiring plans
• Oversee office moves, onboarding/offboarding logistics, and workstation setup.

2. Vendor & Building Management

• Act as primary liaison with landlord, building management, and shared services (e.g., security, lifts, common areas)
• Manage all facilities vendors (cleaning, maintenance, pest control, shredding, etc.)
• Negotiate contracts, monitor service levels, and control costs
• Coordinate planned and reactive maintenance activities

3. Office Infrastructure & Compliance

• Maintain oversight of office infrastructure including printers, access control, and telephony (Teams-based environment)
• Ensure compliance with:
  • Health & safety standards
  • Fire safety and evacuation procedures
  • TCSP / regulatory expectations for physical presence and controls
  • Maintain facilities-related SOPs and operational runbooks (aligned with current governance workstreams)

4. Workplace Experience & Hospitality

• Ensure a high-quality employee and client-facing experience across:
  • Meeting room setup
  • Events, seminars, and internal activities
  • Pantry and hospitality services
  • Drive consistency with Walkers brand standards despite shared premises constraints
  • Act as the first escalation point for office-related issues

5. Office Administration Oversight

• Supervise and/or coordinate administrative support (e.g., Facilities Assistant)
• Oversee:
  • Mailroom and courier operations [WPS (HK)
  • Office supplies and inventory control [WPS (HK)
  • Document handling and destruction processes (e.g., Iron Mountain)
• Implement efficient processes to improve cost control and service quality

6. Projects & Office Strategy

• Support strategic facilities initiatives, including:

• Office expansion or relocation
• Fit-out or redesign projects
• Transition to standalone WPS entity
• Provide input on future-state workplace model (e.g., growth to 40–60+ staff, space optimisation)
• Act as local lead for global facilities initiatives and standards
• Develop and maintain emergency/disaster preparedness and recovery plans, aligned to the global BCP.

7. Budget & Cost Management

• Own facilities budget for Hong Kong
• Track and report on costs (rent, utilities, vendors, supplies)
• Identify opportunities for optimisation without compromising service levels

Education, Skills & Experience

Experience

• 5–8+ years in facilities / office management in professional services, law firm, or financial services environment
• Experience managing vendors, office fit-outs, and workplace operations
• Exposure to regulated environments (nice-to-have given TCSP licensing trajectory)

Skills

• Strong operational ownership mindset
• Excellent organisational and problem-solving capability
• Vendor negotiation and cost management skills
• Ability to balance hands-on operational detail with strategic oversight
• Strong stakeholder management (staff, leadership, building management, external providers)

Personal Attributes

• Proactive and solutions-driven
• High attention to detail
• Service-oriented with strong professionalism
• Calm under pressure, able to manage multiple priorities