Office Manager

Charlotte Frank; Hong Kong; On-site; HKD 320,000 - 460,000; Full time

Job summary

Charlotte Frank in Hong Kong is seeking a highly organized Office Manager to oversee daily operations and maintain a professional, efficient, and welcoming office environment.

You will manage office administration, facilities, budgets, suppliers, and employee support services while coordinating travel, procurement, and vendor relationships to ensure smooth operations and cost efficiency.

Qualifications

• At least five years of experience as an Office Manager or similar administrative leadership role.
• Diploma or above; Bachelor's degree preferred in Business Administration or related field.
• Experience in professional services, recruitment, or corporate environments is an advantage.
• Advanced proficiency in Microsoft Office Suite.
• Experience with office facilities management, procurement, and budget basics.

Responsibilities

• Oversee day-to-day operations of the Hong Kong office to maintain a welcoming workplace.
• Manage office administration, facilities, procurement, and vendor partnerships.
• Maintain inventory of office supplies and workplace essentials.
• Handle inbound calls, emails, courier services, mail, and deliveries.
• Build relationships with building management, landlords, contractors, and suppliers.
• Coordinate procurement of equipment, supplies, and services within budget.
• Monitor vendor performance, contracts, and delivery standards.
• Plan and execute internal office events with budgeting and logistics.
• Support employee engagement with a well-organised office environment.
• Provide administrative support to senior management and departments.
• Assist expansions, relocations, renovations, or workspace improvements.
• Maintain records of office budgets, invoices, expenses, and contracts.
• Process invoices and assist with budget monitoring and expenses.
• Coordinate business travel and related arrangements.
• Prepare operational reports and keep office documentation organized.

Skills

Time management

Multitasking

Independent working

Proactive

Vendor management

Budget monitoring

Education

Diploma or higher

Bachelor's degree in Business Administration or related field

Job description

We are seeking a highly organised, proactive, and service-oriented Office Manager to oversee the daily operations of our Hong Kong office. This role is responsible for maintaining a professional, efficient, and welcoming working environment while ensuring the effective management of office administration, facilities, suppliers, budgets, and employee support services.

Key Responsibilities

• Managed the day-to-day operations of the Hong Kong office, ensuring a safe, professional, efficient, and welcoming workplace


• Oversee office administration, facilities, procurement, and vendor partnerships to maintain seamless operations and high service standards


• Maintain adequate inventory of office supplies, stationery, pantry items, and other workplace necessities.


• Manage incoming and outgoing telephone calls, general email correspondence, courier services, mail distribution, and deliveries.


• Build and maintain effective working relationships with building management, landlords, contractors, suppliers, and external service providers.


• Source quotations and coordinate the procurement of office equipment, supplies, and services in accordance with internal procedures and budget requirements.


• Monitor vendor performance, service quality, contracts, and delivery standards to ensure smooth and cost-effective office operations.


• Plan, coordinate, and deliver internal office events, including budget management, vendor engagement, logistics, and on-site execution.


• Support employee engagement initiatives by creating a positive, inclusive, and well-organised office environment.


• Provide high-quality administrative support to senior management and relevant business departments as required.


• Support office expansion, relocation, renovation, or workspace improvement projects, including planning, coordination, and operational readiness.


• Maintain accurate records of office-related budgets, invoices, expenses, contracts, and supporting documentation.


• Process invoices and assist with basic budget monitoring, cost tracking, and expense reporting.


• Coordinate business travel, accommodation, and related arrangements when required.


• Prepare regular operational reports and maintain organised office records and documentation

Qualifications & Requirements

• At least five years of experience as an Office Manager, Office Administrator, or in a comparable administrative leadership role


• Diploma or above, a Bachelor's degree in Business Administration, Management, or a related field is preferred


• Previous experience in a professional services, recruitment, or corporate environment is a strong advantage


• Advanced proficiency in Microsoft Office Suite


• experience managing office facilities, vendors, procurement processes, and administrative operations.


• Experience with invoice processing, expense tracking, and basic budget management.


• Proactive, hands-on, and able to work independently with a strong sense of ownership


• Strong time management skills and ability to multitask and prioritise work in a fast-paced environment

Job Code: ASL/76634