Head of Facilities & Office Services

Head of Facilities & Office Services

As a leading resourcing partner in the Asia region Novus Precision Partners are proud to be working with an international firm with their search for a Head of Facilities & Office Services.
This position will head the Administrative Services and Workplace Operations function of roughly 4050 staff members based in Hong Kong and will help shape build out and execute the organisations workplace strategy - covering workplace-related initiatives remote oversight of mainland China locations vendor and service partner relationships as well as contract and tenancy administration.

Key Duties

• Direct the Administrative Services and Workplace Operations function encompassing mailroom services meeting room facilities building services and upkeep archiving licensing and company secretarial support documentation and print production workspace planning and office relocations.
• Oversee day-to-day support activities and partner with team leads and supervisors to design efficient workflows simplify procedures and assist with shift planning and scheduling to ensure appropriate coverage and productivity.
• Guide the team in delivering administrative support in partnership with other corporate services functions as required; ensure information moves smoothly across the organisation to enable other business activities.
• Manage the organisations fixed assets including storage facilities recreational property company vehicles and meeting room audio-visual systems.
• Manage tenancy agreements office fit-outs upkeep consumables and supply inventory and ordering.
• Manage workplace services including repair and maintenance contractors waste and recycling programmes refurbishments and event coordination.
• Administer the contract covering the firms print copy and scan devices including servicing and technical support arrangements.
• Handle renewals of insurance policies covering offices vehicles and the recreational property.
• Administer the departmental budget and day-to-day expenditure including sourcing new supplies while keeping within budget limits.
• Hire and develop team members assign duties evaluate performance provide mentoring and build succession pipelines.
• Periodically review and update the organisations travel policy.
• Lead and coordinate the organisations resilience and continuity planning policies and related efforts partnering with other department leads and the management team as needed to maintain continuity documentation and plans.
• Lead and support workplace and administrative projects such as records disposal environmental certification sustainability programmes and the creation of sourcing and procurement guidelines.
• Ensure activities comply with policies and regulations and stay informed of organisational changes and business developments.

The above is not an exhaustive list and other reasonable tasks consistent with the role may be assigned periodically.

Requirements

• Degree qualified ideally in business administration workplace/facilities management or a comparable discipline.
• Demonstrated senior-level experience in workplace operations and office administration within a large professional services organisation including team leadership vendor management contract negotiation and project execution.
• Thorough knowledge of office management processes policies and operations.
• Solid track record managing vendors contracts tenancies and sourcing/procurement.
• Experience overseeing maintenance work and workplace-related projects.
• Familiarity with business continuity planning sustainability programmes and ISO 14001 or comparable standards would be an asset.
• Strong leadership abilities capable of managing motivating and developing large teams.
• Sound judgement problem-solving capability and decision-making skills.
• Able to juggle competing priorities and handle multiple projects and deadlines.
• Strong stakeholder engagement skills with the confidence to interact effectively with partners department leads and vendors.
• Commercially astute with an understanding of budget discipline and cost management.
• Capable of balancing strategic thinking with day-to-day operational demands.
• Good communication and negotiation abilities; fluent in written and spoken English and Chinese.
• Proficient in MS Office and comfortable adopting technology including AI-enabled tools to drive operational efficiency.