Administrative Officer - Facilities Management

Withersworldwide

Job title: Administrative Officer - Facilities Management

Reports to: Office Manager 

Location: Hong Kong

About WithersWorldwide

A law firm focused on people and collaboration

For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives.

We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes.

Many of our clients are shaping the future and creating solutions to tackle many of the world's problems.  It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future.

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones.

We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first.

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

Who are we looking for

We are looking for a Facilities Officer to join our growing Hong Kong office and provide general in-office administrative support to the firm in a detail-oriented, efficient, and organized manner. This role requires an enthusiastic and proactive person who is eager to learn and develop their administrative skills in a top international law firm. Candidates must be self-starters who are capable of multi-tasking while maintaining consistent and precise attention to detail.

Areas of focus and responsibilities

Building and facilities management 

• Work with building management to address office maintenance issues and ensure sufficient stocks of the office and pantry supplies
• Co-ordinate service/security calls with building management (eg lights out, temperature complaints, security breaches)
• Plan and coordinate the procurement of office furniture and equipment
• Maintain Health and Safety and Fire Risk Assessment files

Office/ space planning   

• Manage all internal office moves, maintaining a good amount of space utilisation and planning 
• Co-ordinate the procurement of office furniture and other items as requested 
• Ensure workstation and office are well maintained for the use of staff

Vendor and Suppliers management 

• Primary contact for all external providers
• Manage the annual maintenance contract renewal 
• Processing of payments for office expenditure (eg rent) in a timely manner

Coordinate an effective Front of House function

• Management, delegation and assignment of workflow to the receptionists, OAs and tea lady to ensure the execution of FOH services is accomplished efficiently and accurately
• Ensuring conference rooms are maintained, booking requests are well managed, as well as necessary catering and the setup and pack down of rooms etc
• Arrangements for visiting staff are monitored including access to office, providing workspace, and visitor guide provided.
• Update the cover duty for HK general line every 6 months
• Backup FOH as and when needed

Others

• Working with a committee, help to plan and manage the office's social activities and initiatives including the Christmas party and Spring dinner events
• Update secretarial assignment/coverage list and send to relevant department
• Assist in the annual budgeting process 
• Environment and sustainability 
• Management, delegation and assignment of workflow to the Office Assistant(s)/ tea lady to ensure the execution of works and ongoing tasks are accomplished efficiently and accurately 
• Liaise with the Library and Knowledge team to manage the library in the office 
• Coordinate with Law Society and ESSAR on documentation and updates
• Coordinate with Law Society on internal CPD accreditation application process and maintain record on file site
• Update the Law Society website on Special holiday arrangement/closure
• Assist HR in coordinating logistics for new employee onboarding (eg. access card/workstation/name card & induction pack printing)
• Office safes arrangement
• Assist in any ad hoc activities as required 

This list of duties and responsibilities is not exhaustive. It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.

Skills and Experience

• 3+ years admin/facilities experience
• Experience ideally in a Law Firm or professional services firm.   
• Proficiency in Microsoft Office applications 
• Patient, attentive to details and with strong sense of responsibility, good problem solving & analytical skills is a plus
• Good command of written and spoken English and Chinese

Information for Recruitment Agencies

Withersworldwide endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withersworldwide operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement 

It is the policy of Withersworldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.

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