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Admin and Facilities Assistant Manager | Up to 40K

Job description

Job Summary:
The Administrative and Facility Assistant Manager is responsible for overseeing the administrative functions and facility operations of the organization and assets.

This role involves managing office administration, coordinating facility maintenance, and ensuring a safe and productive work environment for employees. The Administrative and Facility Manager will collaborate with various teams and external vendors to streamline processes, maintain office supplies, and support the overall efficiency of the organization.

Duties and Responsibilities:

  1. Office Administration:
    • Oversee daily administrative operations, including managing correspondence, scheduling meetings, and handling office logistics.
    • Develop and implement office policies and procedures to ensure effective workflow and adherence to company standards.

  2. Facility Management:
    • Manage the overall facility operations, including maintenance, repairs, and improvements.
    • Oversee the budget and expenses related to facility management, ensuring cost-effectiveness and adherence to financial guidelines.
    • Collaborate with vendors, contractors, and service providers to ensure efficient and timely delivery of facility services.
    • Conduct regular inspections to identify maintenance needs, safety concerns, and compliance with regulations.
    • Develop and implement emergency procedures and business continuity plans.

  3. Health and Safety:
    • Ensure compliance with health and safety regulations and maintain a safe working environment.

  4. Vendor Management:
    • Identify and manage relationships with external vendors and service providers, such as cleaning services, maintenance contractors, and security providers.
    • Negotiate contracts, review service agreements, and monitor vendor performance to ensure quality and cost-effectiveness.
    • Conduct regular evaluations of vendors and make recommendations for improvements or changes as necessary.

  5. Budgeting and Reporting:
    • Prepare and manage the budget for administrative and facility-related expenses and implement cost-saving initiatives.
    • Generate reports on facility operations, expenses, and performance indicators for management review.

Qualifications and Skills:

  • Bachelor's degree in Business Administration, Facility Management, or a related field (preferred).
  • Proven experience in office administration and facility management.
  • Strong organizational and multitasking skills to handle multiple priorities and deadlines.
  • Excellent communication and interpersonal skills to collaborate effectively with internal teams and external stakeholders.
  • Knowledge of health and safety regulations and best practices.
  • Proficiency in using office software applications (e.g., MS Office suite).
  • Familiarity with budgeting and financial management.
  • Strong problem-solving and decision-making abilities.
  • Attention to detail and a commitment to maintaining a high level of accuracy and professionalism.

If this job isn't quite right for you, but you know someone who would be great at this role, why not take advantage of our referral scheme? We offer HKD1000 in Apple gift cards for every referred candidate who we place in a role. Terms & Conditions Apply.