Administrative Services Manager

13 hours ago

Hong Kong, Central and Western District, Hong Kong SAR China Mayer Brown Full time

About Mayer Brown

Mayer Brown is a leading global law firm with a strong presence in key business centers across the world. With a team of experienced professionals, we provide expert advice to leading companies and financial institutions on their most complex legal needs.

Job Summary

We are seeking a highly motivated and experienced Administrative Services Manager to join our team in Hong Kong. The successful candidate will provide proactive facilities and general office administration services to support the effective running of our office, ensuring policies and practices are in compliance with local regulatory requirements.

Key Responsibilities

  • Support the smooth operations of the office, including mail services, records storage and management, stationery and other office supplies, office cleaning and facilities maintenance/repairs, office seating plan and equipment inventory.
  • Plan and coordinate procedures/systems and devise ways to streamline processes, ensuring alignment with regional processes where applicable.
  • Handle office lease matters, fit out and maintenance, and coordinate with landlord and office building management for any activities related to office lease.
  • Conduct procurement, contract negotiation & renewal.
  • Source, manage and review vendor services to ensure maximum efficiency.
  • Monitor inventory of office supplies, furniture and office equipment, refreshments etc.
  • Arrange reception cover in the absence of the receptionist, including internal/client event coordination.
  • Work with the IT team to provide on-the-ground IT support.
  • Assist with business continuity planning (BCP) activities for the office.
  • Prepare annual budget, monitor and control against actual expenditures.
  • Work collaboratively with other support departments to facilitate cross-office working as appropriate.
  • Keep up-to-date with regulations and legislation in relation to facilities and other office management-related matters.

Requirements

  • Degree holder in Business Administration/Facilities Management/Building Services/Engineering or related disciplines.
  • Minimum 15 years' relevant experience with a sizable company.
  • Proven track record of administration and facilities management working experiences in a senior position.
  • Strong communication, interpersonal & presentation skills, good analytical and problem-solving skills.
  • Strong leadership skills and able to work under pressure.
  • A good team player, self-motivated, pro-active and enthusiastic, proficiency in MS Office and Chinese Word Processing.
  • Strong organizational skills and able to streamline processes for workflow efficiency.
  • Good command of written and spoken English and Chinese (Cantonese and Mandarin).

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