Assistant FM Administration Manager

Facilities Management; Hong Kong; On-site; HKD 250,000 - 380,000; Full time

Job summary

Facilities Management in Hong Kong seeks an experienced administrator to support the FM Department with staff records, budgeting, procurement, and governance processes. You will manage records, rosters, budgets, and contract documentation to ensure accuracy and compliance.

The ideal candidate holds a Bachelor’s degree in Business Administration, with 5+ years in vendor/service partner management and strong MS Office proficiency. Fluency in English and Chinese is required, Mandarin is a plus.

Qualifications

• Bachelor's degree in Business Administration or related disciplines is required.
• Minimum 5 years of relevant experience in vendor/service partner management and business administration.
• Proficient in Microsoft Word, Excel, PowerPoint.
• General knowledge of finance and accounting principles.
• Organized, independent and responsible team player with strong interpersonal and communication skills.
• Good planning and attention to detail.
• Able to work under pressure and multitask.
• Proficient in English and Chinese; Mandarin a plus.

Responsibilities

• Provide administrative and operational support to the FM Department, including staff records, duty rosters, leave and TOIL records, and departmental filing systems.
• Administer departmental budgeting and financial processes, including budget monitoring, expenditure tracking, and verification of invoices, utility bills, petty cash, and purchase requisitions.
• Support business planning, reporting, and governance activities, including annual business plans, budgets, and consolidation of performance updates.
• Coordinate procurement and contract administration, ensuring procurement documentation quality and monitoring contractor submissions.
• Assist in developing and enhancing departmental policies, procedures, and manuals with stakeholder feedback.
• Liaise with internal and external stakeholders to facilitate smooth day-to-day operations.
• Undertake ad hoc assignments and projects to support departmental objectives.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Finance basics

Interpersonal skills

Communication

Education

Bachelor's degree in Business Administration or related disciplines

Tools

Word

Excel

PowerPoint

Job description

Responsibilities

Provide administrative and operational support to the Facilities Management (FM) Department, including the maintenance of staff records, duty rosters, leave and TOIL records, and departmental filing systems to ensure accurate, organised, and up-to-date documentation.

Administer departmental budgeting and financial processes, including budget monitoring, expenditure tracking, and the verification of financial documents such as invoices, utility bills, petty cash claims, and purchase requisitions to ensure accuracy and compliance.

Support business planning, reporting, and governance activities, including the preparation of annual business plans and budgets, consolidation of departmental performance updates, and compilation of reports for senior management.

Coordinate procurement and contract administration activities, including ensuring consistency and quality of procurement documentation, monitoring compliance with contractual requirements, and tracking submissions from service providers and contractors.

Assist in the development, review, and enhancement of departmental policies, procedures, and operational manuals, coordinating feedback from stakeholders to ensure alignment with organisational and operational requirements.

Liaise and coordinate with internal and external stakeholders to facilitate effective communication, collaboration, and smooth day-to-day departmental operations.

Undertake ad hoc assignments and projects as directed to support departmental objectives and organisational priorities.

Requirements

Bachelor's degree in Business Administration or related disciplines.

Minimum 5 years of relevant experience on vendor/ service partner management, business administrative work, etc.

Proficient in Microsoft Word, Excel, PowerPoint.

Possess general knowledge on finance and accounting principles.

A well organized, independent and responsible team player with strong interpersonal and communication skills.

Good planning, organizational skills with outstanding attention to details.

Responsive and able to work under pressure with ability to handle multiple tasks.

Proficient of spoken and written English and Chinese, and Mandarin is a plus.