Overview
Administration Manager Jobs in Hong Kong, Hong Kong SAR at WIT Talent Solutions Limited
Title: Administration Manager
Company: WIT Talent Solutions Limited
Location: Hong Kong, Hong Kong SAR
Job Description
Job Title Administration Manager
Company An International Investment Bank
Location: Hong Kong
Role Summary
The Administration Manager is responsible for managing the full spectrum of administrative and facilities management functions, ensuring efficient, compliant, and high-quality workplace operations. The role will assist in leading key functions, co-owning critical initiatives, and acting as a deputy to the Head of Administration, providing backup coverage when required.
Responsibilities
Governance, Policy & Control
- Manage the establishment and enhancement of administrative policies, procedures, and internal controls
- Ensure compliance with corporate, regulatory, and audit requirements
- Maintain proper documentation and approval workflows
Procurement, Cost & System Management
- Assist to lead the procurement framework, including sourcing, vendor onboarding, and purchasing processes
- Set up and enhance procurement systems and controls
- Manage budgets, monitor expenses, and drive cost optimisation
Insurance & Tenancy Management
- Co-own management of corporate insurance portfolio, including renewal, claims handling, and policy review
- Maintain sound knowledge of tenancy agreements and manage lease-related matters
- Liaise with legal, finance, and brokers
Office Automation & Workplace Systems
- Assist to lead and implementation of office automation initiatives
- Drive rollout of workplace and smart office systems, including:
- Desk / room booking system
Office security and access control system
- Self-service kiosks and workplace automation solutions
- Act as system admin to ensure smooth operation and user adoption
Office Administration & Operations
- Oversee daily office administration, including reception, mailroom, pantry, and logistics
- Ensure smooth service delivery across all admin functions
- Provide hands-on support and backup for reception when required
Facilities Management
- Oversee facilities operations including maintenance, repairs, cleaning, and security
- Manage landlord and building management relationships
- Ensure workplace safety and compliance
Vendor & Contract Management
- Assist to lead and co-own vendor sourcing, contract negotiation, and performance monitoring
- Ensure service delivery meets SLA and quality standards
Project Management (Renovation & Relocation)
- Assist to lead office renovation, fit-out, and relocation projects
- Coordinate internal stakeholders, consultants, and contractors
- Ensure delivery within timeline, budget, and minimal disruption
Team Coordination & Service Delivery
- Supervise outsourced staff (receptionist, tea lady, office assistant)
- Ensure consistent service standards and operational efficiency
Deputy to Head of Administration
- Act as backup to Head of Administration
- Handle escalations and operational decisions independently
- Ensure continuity of BAU operations and projects
Requirements
- Minimum 10 years of relevant experience in administration and/or facilities management within MNCs and large corporations
- Strong generalist experience across both administration and facilities management functions
- Proven hands-on experience in: Implementing office automation / smart workplace systems; Managing office renovation and relocation projects; Setting up procurement systems and processes
- Sound technical knowledge in: Procurement systems and vendor management; Tenancy / lease management; General insurance (renewal, coverage, claims)
- Degree holder in relevant disciplines (e.g. Business Administration, Facilities Management, Engineering or related fields)
- Familiar with Microsoft Office applications including Teams, Word, Excel and PowerPoint
- Knowledge of AutoCAD and Visio preferred
- Strong project management and stakeholder coordination skills
- Ability to work independently and manage multiple priorities
- Detail-oriented, structured, and process-driven
- Fluent in English and Chinese (Cantonese & Mandarin)
Interested candidates please submit your CV to [email protected] or dial 2910-7015 for more details.
