Title:  Assistant FM Administration Manager

Job Descriptions in English version is available / 只提供英文版本

Responsibilities

• Provide administrative and operational support to the Facilities Management (FM) Department, including the maintenance of staff records, duty rosters, leave and TOIL records, and departmental filing systems to ensure accurate, organised, and up-to-date documentation.
• Administer departmental budgeting and financial processes, including budget monitoring, expenditure tracking, and the verification of financial documents such as invoices, utility bills, petty cash claims, and purchase requisitions to ensure accuracy and compliance.
• Support business planning, reporting, and governance activities, including the preparation of annual business plans and budgets, consolidation of departmental performance updates, and compilation of reports for senior management.
• Coordinate procurement and contract administration activities, including ensuring consistency and quality of procurement documentation, monitoring compliance with contractual requirements, and tracking submissions from service providers and contractors.
• Assist in the development, review, and enhancement of departmental policies, procedures, and operational manuals, coordinating feedback from stakeholders to ensure alignment with organisational and operational requirements.
• Liaise and coordinate with internal and external stakeholders to facilitate effective communication, collaboration, and smooth day-to-day departmental operations.
• Undertake ad hoc assignments and projects as directed to support departmental objectives and organisational priorities.

Requirements

• Bachelor’s degree in Business Administration or related disciplines.
• Minimum 5 years of relevant experience on vendor/ service partner management, business administrative work, etc.
• Proficient in Microsoft Word, Excel, PowerPoint.
• Possess general knowledge on finance and accounting principles.
• A well organized, independent and responsible team player with strong interpersonal and communication skills.
• Good planning, organizational skills with outstanding attention to details.
• Responsive and able to work under pressure with ability to handle multiple tasks.
• Proficient of spoken and written English and Chinese, and Mandarin is a plus.