Apply for Administration and Facilities Manager Role at Mayer Brown

Hong Kong Job Openings

Mayer Brown

Administration and Facilities Manager

Central

FULL TIME

October 16, 2024

Overview:

Mayer Brown is a leading global law firm with offices in 27 key business centres across the Americas, Asia, Europe and the Middle East. With approximately 200 lawyers in each of the world’s three largest financial centres — New York, London and Hong Kong — we are uniquely positioned to advise leading companies and financial institutions on their most complex legal needs. We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry.

We are a collegial, collaborative and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support and development they need to grow, thrive and realise their greatest potential. We also encourage all our people to use their skills to support the wider community through our pro bono and community volunteering programmes. At Mayer Brown the principles of mutual respect, dignity and understanding are central to the way we work and help to provide an environment where diversity and inclusion are embraced.

Responsibilities:

Supporting the Global Chief Admin Officer and the Office Managing Partner, the role will provide a proactive facilities and general office administration service to support the effective running of the Hong Kong office, ensuring policies and practices are in compliance with local regulatory requirements and office services are delivered to the required standards.

Responsible for the smooth operations of the office including mail services, records storage and management, stationary and other office supplies, office cleaning and facilities maintenance/repairs, office seating plan and equipment inventory, introduce best practices where appropriate
Plan and coordinate procedures/ systems and devise ways to streamline processes, make sure alignment with regional processes where applicable
Handle office lease matters, fit out and maintenance; coordinate with landlord and office building management for any activities related to office lease
Conduct procurement, contract negotiation & renewal
Source, manage and review vendor services to ensure maximum efficiency
Monitor inventory of office supplies, furniture and office equipment, refreshments etc.
Arrange reception cover in the absence of the receptionist, including internal / client event coordination
Work with the IT team to provide on the ground IT support
Assist with business continuity planning (BCP) activities for the office
Prepare annual budget, monitor and control against actual expenditures
Work collaboratively with other support departments to facilitate cross office working as appropriate
Keep up-to-date with regulations and legislation in relation to facilities and other office management related matters
Perform ad hoc assignments as requested by management

Qualifications / Person Specification:

Degree holder in Business Administration/ Facilities Management/ Building Services/ Engineering or related disciplines
Minimum 15 years’ relevant experience with sizable company
Proven track records of administration and facilities management working experiences in senior position
Strong communication, interpersonal & presentation skills, good analytical and problem solving skills
Strong leadership skills and able to work under pressure
A good team player, self-motivated, pro-active and enthusiastic, proficiency in MS Office and Chinese Word Processing
Strong organizational skills and able to streamline processes for workflow efficiency
Good command of written and spoken English and Chinese (Cantonese and Mandarin)

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We regret to inform you that this job opportunity is no longer available as it has expired

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