This role will involve overseeing office operations, team management, and administrative duties, including event planning, contract reviews, and budget tracking. You will be responsible for ensuring smooth task execution, managing office expansion, and maintaining effective expense control.
This role will involve overseeing office operations, team management, and administrative duties, including event planning, contract reviews, and budget tracking. You will be responsible for ensuring smooth task execution, managing office expansion, and maintaining effective expense control.
Responsibilities:
• Managing, training, and developing Workplace Experience team members, encompassing Front of House responsibilities
• Assisting the leadership team, including Co-Founders, COO, CFO, and department leads, in conceptualizing and implementing firm-wide culture programs and benefits
• Overseeing all in-office and external events across the region, from parties to training academies, in coordination with IT teams as needed
• Handling business-related travel bookings and managing relationships with third-party travel management companies
• Coordinating with Learning & Development, HR, Recruitment, and IT teams to ensure seamless onboarding and offboarding processes
• Assisting the Function Head in overseeing relocation projects, collaborating with IT teams
• Providing direction and oversight for subcontracted services, including facilities maintenance, cleaning, hospitality, and more
• Managing relationships with building security and overseeing internal security databases for office access
• Handling contract management and negotiations to ensure service providers adhere to agreements and SLAs
• Participating in recruitment for permanent positions and supervising temporary team members as required
• Ensuring compliance with health and safety regulations, conducting risk assessments, and implementing necessary measures
• Budget management, including monitoring expenses, overseeing invoice reconciliation, and approvals
• Monitoring headcount and planning space management and facilities requirements accordingly
Requirements
- A Bachelor’s degree, preferably in a relevant field like hospitality, facilities management
- Additional qualifications in building services are advantageous
- 5 years of pertinent experience in hospitality, office management, or facilities management
- Proficient in thriving within a fast-paced, professional, and demanding setting while maintaining composure and focus under pressure
- Demonstrated success in overseeing a team of direct reports and diverse stakeholders
- A positive and proactive mindset that fosters a motivating environment for the team
- Efficiently managing a busy workload, prioritizing tasks effectively, and possessing strong project management abilities
- Strong written communication and presentation skills
- Familiarity with commercial contracts and experience in SLA management
- Fluency in both Cantonese and English is a prerequisite
