about the company
An international law firm with strong presence in Asia, Europe, US & Middle East.
about the job
This Office & Facilities Manager role is a high-responsibility position focused on maintaining a seamless office environment, ensuring regulatory compliance, and leading a major relocation project. You are the main point of accountability for administrative support and physical operations.
Here is a summary of the core responsibilities:
1. Strategic Projects & Relocation
- Office Move Lead: Serve as the primary manager for an upcoming office relocation, handling everything from pre-move planning to post-move support and change management.
- Information Security: Act as the lead for Data Protection and Information Security, ensuring the office remains compliant with ISO 27001 standards.
2. Operations & Financial Management
- Budgetary Control: Manage all office expenses, approve invoices, and source competitive quotes to ensure cost-effectiveness.
- Supplier Management: Oversee external vendors (cleaning, maintenance, etc.), perform annual service evaluations, and ensure all suppliers aligns with the policies.
- Reporting: Track and report on office access logs and Carbon Footprint Data for global environmental requirements.
3. Team & HR Coordination
- Resource Planning: Manage schedules and leave for the office services team and secretarial staff to ensure constant coverage.
- Onboarding/Offboarding: Coordinate with HR to set up new starters (tech, access, seating, and subscriptions) and handle the exit process for leavers.
- Travel & Subscriptions: Oversee the Global Travel Policy and manage all library and professional memberships/licenses for the firm.
4. Facilities & Safety
- Security: Maintain building access control, manage keycard databases, and liaise with building management.
- Health & Safety: Appoint and train fire wardens and first aiders; coordinate annual health screenings and flu vaccinations.
- Office Upkeep: Ensure the pantry, common areas, and bathrooms are maintained to a high standard of cleanliness and functionality.
5. Events & Hospitality
- Event Planning: Lead the steering committee for major annual functions (D&D, CNY, etc.) and manage catering for daily internal and external meetings.
- Visitor Experience: Manage corporate hotel bookings and welcome packs for international visitors.
about the manager / team
This role will be reporting to the COO
skills & requirement for the job
The ideal candidate should possess a bachelor’s degree, or minimally Polytechnic Graduate with at least 6 years of office management experience in the professional service / legal sector. You should have excellent organizational and communication skills, with the ability to manage multiple tasks simultaneously in a fast-paced environment. You should be detail-oriented, with the ability to manage multiple priorities and deadlines. A high level of professionalism, confidentiality, and discretion is essential, as you will be acting as the executive point of contact, communicating with stakeholders and actioning requests to coordinate communications and ensure the achievement of objectives and timeframes. Previous experience in office relocation projects will be advantageous .
EA: 94C3609 / Reg: R1872162 (Consultant in charge - Colleen Wang)
...
