Overview of role

Based in the Hong Kong office, the Facilities Assistant delivers efficient administrative and operational support, demonstrates flexibility with a positive attitude. Responsibilities include office administration, pantry and facilities management, reception duties, and other ad hoc tasks as required.

Duties, Responsibilities & Person Specification

Office Administration, Facilities Support

• Handle internal and external documents or parcels, including marketing materials. Gifts, cheque deposits and collection/delivery service.
• Manage daily mail operations including sorting, distribution, courier coordination, and postage tracking.
• Manage office supplies inventory, including monitoring stock levels (paper, stationery, pantry items, etc.), placing orders with vendors, tracking deliveries and maintaining records.
• Coordinate office maintenance, renovations, and vendor services; reported issue sand followed up accordingly.
• Maintain cleanliness of pantry, meeting rooms, and common areas.
• Support office moves, workstation setup for new joiners, leavers and internal visitors, and general office logistics.
• Set up meeting rooms and supported events, seminars, and office activities.
• Occasionally oversew weekend maintenance activities, including monthly cleaning, carpet cleaning, and pest control.
• Perform other ad hoc duties as assigned.

Pantry & Hospitality Management

• Manage inventory, restocking, and invoice verification for pantry and stationery supplies.
• Operate and maintain coffee machines, water dispensers, and refreshments.
• Ensure cleanliness of tableware and overall hygiene throughout the day.

Education, Skills & Experience

• HKCEE/HKDSE graduate or equivalent.
• 2-3 years' or above experience in office administration in corporate environment is preferred.
• Competent computer skills including MS Office and outlook.
• Fluent English and Chinese language skill is an advantage.
• Flexible, self-motivated with a 'can do' attitude.
• Positive and approachable personality. Work effectively as a team player.
• Good communication and interpersonal skills.
• Have professional manners to internal/external clients.
• Positive service attitude, strong sense of ownership and discipline with good time management skill.
• Ability to handle minor office maintenance and repairs.

SPECIAL REQUIREMENTS

• Ability and willingness to occasionally work outside normal working hours/days when requested.