Key Areas of Responsibilities
- Maintain necessary ISO 14001 records for HK office and implement new ISO-related initiatives to enhance environmental management practices
- Manage OA processes including lease renewals, Procure to Pay; NI; PR
- Oversee Facility and Office Management by handling daily operations such as regular maintenance of office equipment, seat allocations, office hygiene, access rights control, staff messing purchases, and proactively resolving any potential issues
- Lead the Rebranding Project by preparing stationary, name card templates, and arranging office reception logos for varies entities across different locations in accordance with group guidelines
- Address business space requirements by establishing and maintaining good relationships with business units to ensure their space needs are met, including coordinating office refits to meet their specifications and requirements
- Handle various administrative tasks such as arranging access cards for new joiners, leavers, and visitors, registering or deactivating Octopus cards (for lift access), and maintain accurate records; maintaining petty cash floats and preparing monthly reports for F&A, assembling data and preparing payroll deduction reports for HR and F&A; organizing flower arrangements; managing lost and found records, etc.
- Lead Office Refit and Project Management initiatives, ensuring facilities projects, renovations, or relocations are executed on schedule and within budget.
- Support the Head of Admin in developing operational strategies and improvement plans.
- Assist the Head of Admin in various administrative tasks, including reporting, documentation, and project coordination.
- Coordinate with facility staff, vendors, and service providers to address maintenance and operational issues promptly.
Requirements
- Bachelor or above degree holder in any disciplines
- Minimum 7 years relevant working experience with administration knowledge
- Good command of written and spoken English and Chinese (including Putonghua preferred).
- Creative, collaborative and enthusiastic team player who is eager to learn and take initiative
- Strong negotiation, communication, and interpersonal skills
- Good computer knowledge in Excel, PowerPoint and Word
- Excellent organizational and multitasking abilities
- Passionate, energetic, proactive, confident and courteous
- Happy to go ‘above and beyond to make this a success and expand current initiatives
- Excellent organizational skills, including multitasking, time management, and meticulous attention to detail (a must)
- Able to prioritise tasks, solve problems and meet deadlines across multiple projects without losing attention to detail
- Ability to work independently and collaboratively in a fast-paced environment
- Good team player, loyal to the team, easy going personality and motivated
- Have extensive experience in procurement, contractor management, construction planning and overseeing design processes, including developing schedules, quality control, workflows, tracking milestones, managing risks, long-lead materials and coordinating with internal and external teams