Office Manager

KPF; Hong Kong; On-site; HKD 300,000 - 420,000; Full time

Benefits offered by this job

5-day work week

Medical and dental insurance

Annual discretionary performance bonus

Job summary

KPF Hong Kong is seeking an Office Manager to lead day-to-day studio operations, based on-site in Hong Kong. You will support design teams, manage records and scheduling, coordinate travel, and liaise with visitors from global offices in a fast-paced, international environment.

Fluent in English, Cantonese and Mandarin, you will ensure a professional studio experience, implement office policies, and contribute to operational efficiency while engaging with KPF's worldwide design culture.

Qualifications

• Fluency in English and Chinese (Cantonese and Mandarin) is required.
• Strong communication skills, both written and spoken, with colleagues, clients and vendors.
• Proactive and prompt in identifying and addressing office needs and issues.
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced design environment.
• Proficiency in office administration, handling daily operations, records and schedules.
• Experience with office equipment (printers, copiers, conferencing tech) and basic troubleshooting.
• Customer service instincts for a professional visitor experience across the region.
• Comfort with Microsoft Office or equivalent and basic data entry.

Responsibilities

• Oversee day-to-day operations of the Hong Kong studio.
• Provide administrative support to design teams, manage documents and records, schedules, travel and vendor management.
• Respond to inquiries in English, Cantonese and Mandarin; welcome visitors from KPF studios worldwide.
• Support policy implementation, facilities coordination and collaborate with leadership to improve operational efficiency.
• Maintain a polished, welcoming studio environment and ensure smooth cross-office communication.

Skills

Fluency in English and Chinese

Strong communication skills

Proactive and prompt

Ability to prioritize

Office administration & coordination

Office equipment familiarity

Customer service mindset

Proficiency with common software

Education

Business administration / office management education

Tools

Microsoft Office

Adobe Creative Suite

Canva

Job description

KPF is an international architecture design firm transforming cities through impactful, context-sensitive design. Working with forward-thinking clients across more than 40 countries, KPF delivers high-performing buildings spanning commercial, residential, civic, cultural, education, research, and healthcare typologies. Rather than a single signature style, KPF pursues individual design solutions tailored to each project's context — creating enduring buildings that reduce environmental impact and enhance community well-being.

This is a rare opportunity for a professional with a global outlook to work at the centre of KPF's global design network. Based in our Hong Kong studio, the Office Manager sits at the crossroads of KPF's international offices — New York, London, Shanghai, Singapore, and beyond — with regular exposure to visiting design leaders, cross-office projects, and the day-to-day rhythm of a world-class architecture practice. This is not a back-office role: it is a genuine seat within KPF's global design community, ideal for someone who wants to build a career surrounded by architecture, culture, and international collaboration.

Role Description

The Office Manager is a full-time, on-site role overseeing day-to-day operations of the Hong Kong studio. Responsibilities include administrative support for design teams, document and records management, scheduling, travel coordination, and vendor management. The role involves responding to internal and external inquiries — in English, Cantonese, and Mandarin — managing visitors (including colleagues arriving from KPF's other global offices), and maintaining a polished, welcoming studio environment. The Office Manager also helps implement office policies, supports facilities coordination, and works closely with leadership to improve operational efficiency — all while staying closely connected to KPF's wider international design culture.

What You Bring to the Role

You are an initiative-driven, discreet, and solution-oriented individual who enjoys taking on responsibility within KPF's studio culture and inspiring colleagues about the opportunities that come with being part of a global design firm. You feel comfortable in an international environment, moving easily between English, Cantonese, and Mandarin, and you appreciate actively driving things forward for the Hong Kong studio and the wider KPF network.

Qualifications

Fluency in English and Chinese (Cantonese and Mandarin) — required, to communicate confidently with colleagues, clients, and vendors across the region and the wider firm.

Strong communication skills, written and spoken, with colleagues, clients, and vendors.

Proactive and prompt in identifying and addressing office needs, anticipating issues before they arise and responding swiftly.

Ability to prioritize tasks, manage time effectively, and thrive amid multiple responsibilities in a fast-paced design environment.

Proficiency in office administration and administrative assistance, managing daily operations, records, and schedules.

Experience with office equipment, including printers, copiers, conference room technology, and basic troubleshooting.

Customer service instincts, providing a professional and responsive experience for visitors, internal stakeholders, and colleagues visiting from other KPF studios worldwide.

Comfort with common office software (e.g., Microsoft Office or equivalent) and basic data entry.

Previous experience as an Office Manager, Administrative Coordinator, or similar role; experience in design or professional services firms is an advantage.

Relevant education or training in business administration, office management, or a related field is preferred.

A curiosity about architecture and design, and enthusiasm for being part of an international, creative team.

Proficiency in graphics software (e.g., Adobe Creative Suite, Canva) and AI tools is a plus.

Why join KPF Hong Kong? You'll work alongside a talented, global team shaping some of the region's most significant buildings — with front-row exposure to international design culture, visiting colleagues from KPF's worldwide studios, and a career path within one of architecture's leading global firms.

Benefits: We offer a 5-day work week, comprehensive medical and dental insurance, and an annual discretionary performance bonus.