• 5 years admin/facilities exp
• Office ops, vendor mgmt, procurement, budget
• Expert Excel (Pivot, dashboards) & PowerPoint

50% Operations & Administration and 50% Data Processing, Reporting & Presentation Support 

Job Responsibilities

• Manage day‑to‑day office and facilities operations, including maintenance, security, cleaning, pantry services, supplies, and workplace service requests; liaise with building management and external vendors to resolve issues, and support relocation, renovation, and space‑planning projects.
• Handle end‑to‑end procurement and vendor coordination – from sourcing and quotation comparison to contract negotiation, renewal, and performance monitoring – ensuring compliance with company policies and budget control through purchase orders and invoice verification.
• Provide employee and business support, including new hire onboarding (workstation, access, equipment), internal enquiry response, business travel arrangement (itinerary, visa, insurance), and travel claim review for policy adherence; organise company meetings, town halls, team events, and corporate functions.
• Collect, consolidate, and validate operational data from facilities, travel, procurement, vendor performance, space utilisation, and administrative activities; maintain accurate databases and reporting templates; perform trend, variance, and root‑cause analyses to identify risks, gaps, and improvement opportunities, while ensuring process compliance.
• Develop and maintain recurring reports, KPI dashboards, management summaries, and executive reporting packs for monthly, quarterly, and annual business reviews; leverage Power BI for data visualisation and dashboard development (preferred), and drive automation and standardisation of reporting templates.
• Design professional PowerPoint presentations for leadership meetings, audits, governance discussions, budget reviews, and project updates – translating complex data into clear, actionable visuals and narratives; collaborate with stakeholders to gather content and verify accuracy, and use analytical insights to recommend service improvements, cost optimisation, and operational planning.

Job Requirements

• Bachelor’s degree in Business Administration, Facilities Management, or a related discipline preferred.
• 5–8 years of hands‑on experience in administration, facilities management, workplace services, or business support; prior experience in real estate, facility management, project consultancy, or workplace services organisations is a strong advantage.
• Proven track record in office operations, vendor coordination, procurement, budget tracking, and multi‑stakeholder communication, with the ability to support senior executives and cross‑functional teams.
• Solid experience in data collection, validation, consolidation, and reporting; familiarity with KPI frameworks, trend analysis, and data visualisation (Power BI is a plus).
• Ability to manage large datasets and distil them into meaningful business insights, with meticulous attention to accuracy and integrity.
• Strong analytical, problem‑solving, and business writing skills; effective stakeholder and vendor management; continuous improvement mindset; excellent organisational and time‑management skills to handle multiple priorities in a fast‑paced environment.
• Expert‑level Excel skills (PivotTables, data modelling, reporting, dashboards) and strong PowerPoint capabilities for professional presentation creation.
• Fluent in English, Cantonese, and Mandarin (preferred), with exceptional written and verbal communication abilities.