Assistant FM Administration Manager

AsiaWorld-Expo Management Limited; Hong Kong; On-site; HKD 300,000 - 420,000; Full time

Job summary

AsiaWorld-Expo Management Limited in Hong Kong is seeking a skilled administrator to support the Facilities Management Department with staff records, budgeting, and governance processes. The role focuses on accuracy, compliance, and coordinating with internal and external partners.

You will manage budgets, procurement documentation, and policy updates while maintaining clear communication with senior management. Strong organization, multilingual capabilities in English and Chinese are essential.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• Minimum 5 years of vendor/service partner management experience.
• Proficient in Word, Excel and PowerPoint; strong English and Chinese communication.

Responsibilities

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

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Vendor management

Budgeting

English & Chinese

Education

Bachelor’s degree in Business Administration or related discipline

Job description

Wholly owned by Airport Authority Hong Kong, AsiaWorld-Expo (AWE) is one of the most versatile exhibition and event areas in Hong Kong, offering AWEsome value across an enormous diversity of events. AWE offers huge, column-free, integrated ground-access spaces with high ceilings, flexible configurations and ancillary services that can accommodate everything from rock concerts to global conventions and expositions to product launches. But our real value lies in our exceptionally experienced and professional staff working delicately with an AWEsome spirit to serving every client and realising their wishes.

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.

Personal data collected will be used for recruitment-related purpose only.
AsiaWorld-Expo Management Limited is an equal opportunities employer.