Head of Facilities and Administration

Johnson Stokes & Master; Hong Kong; On-site; HKD 600,000 - 1,000,000; Full time

Job summary

Johnson Stokes & Master in Hong Kong seeks a senior leader to head the Administration and Facilities Department, directing approx 45 staff and guiding the planning, development and implementation of the firm’s facilities strategy, including projects, lease management, and supplier relations.

You will oversee fixed assets, office leases, procurement, document services, and business continuity plans, while coaching teams, managing the budget, and ensuring compliance with ISO 14001 and related

Qualifications

• Degree in business admin, facilities mgmt, or related field.
• Senior-level facilities management and office administration experience in a sizeable professional firm.
• Strong leadership and staff development skills.
• Experience with suppliers, contracts, leases and procurement.
• Knowledge of ISO 14001 or similar standards is a plus.
• Excellent English and Chinese communication skills.

Responsibilities

• Lead the Administration and Facilities Department of ~45 staff.
• Oversee office leases, procurement, and supplier management.
• Manage facilities projects, maintenance, and record management.
• Develop and implement facilities strategy and budget.
• Coordinate business continuity planning and ISO initiatives.
• Coach and develop staff and ensure efficient administrative procedures.

Skills

Leadership

Team management

Communication

Budget control

Stakeholder management

Problem solving

Education

Bachelor's degree in Business Administration or related field

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.