Administrative Assistant

Our 29-year journey rides on the passion of over 27,000 seafarers and 1,000 onshore professionals. Today, we are one of the largest independent third-party ship management companies managing over 650+ diverse types of vessels.

Headquartered in Hong Kong SAR, China, we operate on a global scale having 27 offices in 12 countries. Our client base spans over 100 world-class ship owners, including Fortune 500 companies from China, Greece, India, Japan, Korea, Netherlands, Norway, Turkey and the USA, among others.

In a shore career at FLEET, you will be working with a team of a highly passionate, self-driven and committed group of people. We aim to be a place where you can achieve your full potential, regardless of your background. We are looking for individuals who are ambitious about making a strong contribution to FLEET’s short and long-term sustainable growth – whether you are dealing directly with clients or working in a role supporting the business, such as technology, legal or communications.

Job Position Summary
The Office Services Admin Officer will provide operational expertise across a broad spectrum of administrative activities, to support efficient and effective business operations in Hong Kong. This role supports the Hong Kong leadership team to develop facilities plans, budgets and project timelines. The role is vital to ensure office services are provided consistently and within the defined policies and processes. The key focus for the Office Services Manager is to ensure Organizational effectiveness, efficiency and Safety for all employees working in the Hong Kong office.

Key Roles and Responsibilities   

OFFICE SERVICES MANAGEMENT:

• Maintains office services by organizing office operations and procedures, reviewing and approving supply requisitions, assigning and monitoring administrative functions
• Maintains office efficiency by planning and implementing office systems, layout plans and equipment procurement
• Designs and implements office admin/facilities policies by establishing standards and procedures, measuring results against standards and making necessary adjustments
• Updates management by reviewing and analyzing reports, summarizing information and identifying trends
• Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances and initiating corrective actions
• Is responsible for the upkeep and presentability of the office premises

REPROGRAPHICS:

• Responsible for the maintenance, upgrade and configuration of all copiers, printers, scanners, multi-functional devices and other reprographics equipment
• Ensure all reprographics areas are adequately stocked with the required materials

MAILROOM:

• Responsible for smooth functioning of all communication being received and dispatched from the mailroom
• Ensure all incoming and outgoing correspondence is recorded accurately

PROCUREMENT & VENDOR MANAGEMENT:

• Responsible for end-to-end management of sourcing, contracting and maintaining relationships with all vendors supplying materials for office services
• Deliver financial value to the organization through efficient negotiations
• Monitor and evaluate vendor performance against agreed SLA’s to deliver excellent service to the end users in the organization
• Ensure that all vendor invoices are submitted and paid on time

FOOD & PANTRY SERVICES:

• Oversee daily operations of the outsourced Canteen service provider ensuring high level of customer service as well as high quality product
• Negotiate pricing for daily and special events
• Review and negotiate service agreements and budgets (if applicable)
• Oversee and line manage Pantry staff to ensure smooth operations in the office
• Ensure pantry stock is always maintained at the optimal level. Track and monitor consumption of Pantry consumables to provide the management and finance with data on costing and trends identified

FACILITIES MANAGEMENT:

• Single point of contact for all building security and maintenance Services
• Responsible for managing lease agreement and contracts with the Landlord and BMS Service provider
• Work closely with the Building Management Services to ensure smooth functioning of the office premises which includes – Structural, plumbing, electrical functions of the building
• Ensure all Fire Exits are clear, and all hazardous material is stored appropriately
• Coordinate with the BMS team to conduct regular maintenance of all Fire safety equipment in the office premises
• Work with the Landlord and BMS provider to ensure all required licenses are in order, up to date and within the confines of the applicable laws
• Maintains and tracks all building related issues and schedules
• Manages all office service-related projects to ensure timely completion and cost efficiency
• Has complete ownership for maintaining a safe work environment for all employees and visitors

EVENT MANAGEMENT:

• Support business and employee events through effective sourcing and negotiation of costs with venue providers
• Work closely with the organizing committee to deliver great customer experience for all events organized
• Own smooth delivery of services for events by being the single point of contact for all on-site and off-site vendors servicing the event

Relationship: 

INTERNAL:

• All employees of FML

EXTERNAL:

• Vendors contracted with FML
• Premises Landlord
• BMS provider
• Government Authorities
• Visitors

Requirements:

• Bachelor’s degree or an equivalent qualification is essential
• In-depth knowledge of Office services responsibilities, systems and procedures
• Proficient in MS Office and Office 365

Fleet Management Limited is committed to diversity, equity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local laws.