Head of Administration and Facilities

Johnson Stokes & Master; Hong Kong; On-site; HKD 700,000 - 1,200,000; Full time

Job summary

Johnson Stokes & Master is seeking a senior leader to head the Administration and Facilities Department in Hong Kong. You will drive the facilities strategy, oversee a broad range of services, including office leases, asset management, and supplier relationships, and work with Department Heads on safety, continuity and efficiency.

The role requires proven leadership across large teams, strong budgeting and procurement capabilities, and fluency in English and Chinese to collaborate with diverse

Qualifications

• Degree in business administration or facilities management or equivalent.
• Senior-level facilities management experience in a sizeable professional firm with team leadership.
• Strong understanding of office management procedures and operations.
• Experience managing suppliers, contracts, leases and procurement processes.
• Experience leading maintenance and facilities-related projects.
• Knowledge of business continuity planning and ISO 14001 would be advantageous.
• Proven leadership skills to manage large teams and drive performance.
• Strong communication and negotiation skills in English and Chinese.

Responsibilities

• Lead Administration and Facilities Department (≈45 staff) and oversee facilities strategy and related projects.
• Oversee contracts, leases, supplier management and procurement.
• Manage fixed assets, office security, and AV equipment across offices.
• Direct budget planning and day-to-day expense control.
• Develop staff, assign responsibilities and manage performance and succession planning.
• Coordinate business continuity plans and ISO 14001 initiatives.
• Ensure compliance with policies and maintain smooth information flow with other departments.

Skills

Leadership

Budget management

Stakeholder management

Communication

Negotiation

Project coordination

Education

Degree in business administration

Facilities management qualification

Tools

MS Office

AI-enabled tools

Job description

This role will lead the Administration and Facilities Department of approximately 45 employees in Hong Kong and support the planning, development and implementation of JSM’s facilities strategy, including facilities-related projects, oversight of our PRC offices, supplier and service provider relationships, and contract and lease management.

Responsibilities

• Manage the Administration and Facilities Department, comprising mailing, conference centre, facilities and maintenance, records management, registration, search & stamping, document services & production, office space planning and office moves.
• Supervise daily support operations and work with supervisors and team managers to plan efficient administrative procedures, streamline processes, and assist with schedules and rosters to achieve optimal staffing and workflow.
• Lead the team in completing administrative duties in collaboration with other business services departments and teams as needed to support office operations; maintain smooth information flow within JSM to facilitate other business operations.
• Oversee JSM’s fixed assets, including the warehouse, holiday house, vehicle and conference centre audio-visual equipment.
• Oversee office leases, fit out, maintenance, stationery, supplies inventories and requisitions.
• Oversee facilities services, including maintenance activities, tradespersons, recycling, renovations and event planning.
• Manage the contract for the Firm’s devices in relation to printing, copying and scanning, including appropriate maintenance and service support.
• Manage insurance policy renewals in relation to the office, vehicle and holiday home.
• Manage the departmental budget and expenses on a day-to-day basis, including purchasing of new supplies with attention to budgetary constraints.
• Recruit and train team members, allocate responsibilities, assess staff performance, provide coaching and guidance, and develop staff succession plans.
• Review and maintain JSM’s business travel policy.
• Lead and coordinate JSM’s business continuity plans, policies and related initiatives, working with other Department Heads and the Management Committee as needed to develop and maintain BCP documentation and plans.
• Lead and support facilities and administration-related projects such as records destruction, ISO 14001 accreditation, environmental initiatives and the development of JSM procurement procedures.
• Ensure operations adhere to policies and regulations and keep abreast of organisational changes and business developments.

The above list of responsibilities is not exhaustive, and additional reasonable duties consistent with the role may be assigned from time to time.

Qualifications

• Degree educated, preferably in business administration, facilities management or a related field.
• Proven senior-level experience in facilities management and office administration within a sizeable professional firm, including team leadership, supplier management, contract negotiations and project delivery.
• In-depth understanding of office management procedures, policies and operations.
• Strong experience managing suppliers, contracts, leases and procurement processes.
• Experience managing maintenance work and facilities-related projects.
• Working knowledge of business continuity planning, environmental initiatives and ISO 14001 or similar standards would be advantageous.
• Strong leadership skills, with the ability to manage, motivate and develop sizeable teams.
• Sound judgement, problem-solving skills and decision-making ability.
• Ability to prioritise competing demands and manage multiple projects and deadlines.
• Strong stakeholder management skills, with the confidence to work effectively with partners, department heads and suppliers.
• Commercially minded, with an understanding of budgetary discipline and cost control.
• The ability to balance strategic planning with day-to-day operational requirements.
• Good communication and negotiation skills; fluent in written and spoken English and Chinese.
• Proficient in MS Office and confident using technology, including AI-enabled tools, to support operational efficiency.

Should you require any reasonable adjustments to be made for you during the recruitment process please do not hesitate to contact a member of the JSM recruitment team.