Facility Services Administrator/Officer

We are a leading international law and professional services firm providing legal, corporate and fiduciary services to global corporations, financial institutions, capital market participants and investment fund managers. With a global presence spanning the Americas, Europe, the Middle East and Asia, we advise on the laws of Bermuda, the British Virgin Islands, the Cayman Islands, Guernsey, Ireland and Jersey. 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. If you are interested in this role, click Apply Now on and start your journey with us today 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 maintain a 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. Unlock job insights Your application will include the following questions: Which of the following statements best describes your right to work in Hong Kong? What's your expected monthly basic salary? Do you have experience in administration? Have you worked in a role where you were responsible for vendor management? Which of the following Microsoft Office products are you experienced with? Which of the following languages are you fluent in? How much notice are you required to give your current employer? How many years’ experience do you have as a Facilities Administrator? #J-18808-Ljbffr