Administration Manager

Job Purpose

The Administration Manager is responsible for the day-to-day execution of the Institute's administration function, ensuring the smooth and efficient operation of office administration, facilities management, procurement, workplace services and general administrative support. The role requires a hands-on approach to managing administrative activities, coordinating vendors and service providers, overseeing office facilities and resolving operational issues in a timely manner.
 

Job Responsibilities

  • Execute the full spectrum of administration functions and provide efficient, reliable and high-quality administrative support services across the Institute.

  • Handle day-to-day office administration, facilities coordination, workplace services and meeting logistics to ensure smooth operations and a positive workplace environment.

  • Provide administrative support for off-site events, including board meetings, annual general meetings, site administration communications, and other corporate events; oversee local logistics arrangements.

  • Perform procurement administration, prepare purchase documentation, liaise with vendors, monitor service performance and coordinate contract renewals in accordance with approved policies and procedures.

  • Coordinate the maintenance, repair and upkeep of office premises, equipment and facilities, and personally follow up on renovation, relocation and workplace improvement projects as required.

  • Prepare and monitor administrative budgets, process invoices and payments, track expenditures and support cost control initiatives while maintaining operational effectiveness.

  • Draft, review and maintain administrative policies, procedures, guidelines and documentation to ensure compliance, governance and operational consistency.

  • Implement administrative digitalisation initiatives, streamline workflows and identify opportunities for process improvement to enhance productivity and service delivery.

  • Work closely with department heads, internal stakeholders and external service providers to resolve operational matters, provide administrative support and facilitate Institute-wide activities and events.

  • Provide guidance and support to junior administration staff, while actively participating in and executing strategic, operational and ad hoc projects assigned by management.


Job Requirements

  • Degree holder or above in Business Administration, Facilities Management, Operations Management or a related discipline.

  • Minimum 10 years' progressive administration or operations management experience, including hands-on experience in office administration, facilities management, procurement and vendor management.

  • Solid experience in managing office operations, facilities maintenance, workplace services, contract administration and operational support functions.

  • Strong knowledge of administrative governance, procurement practices, internal controls, vendor management and operational risk management.

  • Proven experience in policy development, process improvement, cost management and service enhancement initiatives.

  • Experience in office renovation projects, workplace improvement programmes, digitalisation initiatives or administration system enhancements is an advantage.

  • Mature, independent and solution-oriented, with excellent prioritisation and time management skills and the ability to handle multiple responsibilities in a fast-paced environment.

  • Strong leadership, stakeholder management, communication and influencing skills, with the ability to build effective working relationships across all levels of the Institute.

  • A team player with good negotiation and leadership skills; self-motivated with strong communication and interpersonal skills; and able to work independently.

  • Strong analytical and problem-solving skills with a continuous improvement mindset and attention to detail.

  • Exposure to AI-powered tools and automation technologies (e.g. Microsoft Copilot, Power Automate, and other digital productivity solutions) for process improvement, workflow automation, reporting, and operational efficiency enhancement will be an advantage.

  • Good command of written and spoken English and Chinese.