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.

Interested parties may send your application with your resume by clicking "Apply Now [link removed]".

Applicants are welcomed to visit our website www.hkib.org [link removed] for further information about the institute.

Data collected will be used for recruitment purposes only. Personal data provided by job applications will be used strictly in accordance with the Personal Data (Privacy) Ordinance.  We regret that only the shortlisted candidates will be notified.