Head of Office Admin, Global Financial Institution

About the company

A prestigious global financial institution in Hong Kong is seeking a seasoned Head of Office Administration, to take full ownership of a sophisticated corporate environment and lead a dedicated team.

Responsibilities

• Lead the integration of administration and facilities management, defining long-term strategies that align with regional corporate standards and business growth.
• Direct the development of corporate policies, procurement frameworks, and insurance renewals to ensure organizational consistency and control.
• Manage landlord relationships and tenancy arrangements, while providing senior sponsorship for office renovations, fit-outs, and relocation projects.
• Accountable for the resilience of critical facilities, including HVAC, UPS systems, and communication hubs, ensuring zero disruption to regulated trading activities.
• Act as the primary liaison for audits and regulatory inspections, ensuring full adherence to local fire safety, building codes, and financial industry standards.
• Oversee departmental budgeting and forecasting while setting high performance standards for external consultants, contractors, and service providers.
• Directly manage and coach a dedicated team of Facilities Management Officers, fostering a culture of high performance and operational readiness.

Requirements

• At least 15 years of progressive experience in Administration and Facilities Management, ideally within the financial services sector or a similarly regulated environment.
• Proven track record in a management-led role, demonstrating the ability to lead small, agile teams and manage complex external vendor relationships.
• Deep knowledge of procurement frameworks, contract management, tenancy arrangements, and the development of corporate administrative policies.
• Sufficient technical understanding to govern critical building systems, including UPS, backup power, and MDF/IDF environments supporting 24/7 operations.
• Comprehensive understanding of local building and fire safety regulations, as well as experience meeting the stringent audit expectations of financial institutions.
• Strong expertise in business continuity planning (BCP) and operational risk management to ensure workplace resilience during crises.
• Highly developed stakeholder management and negotiation skills, with the ability to act as a trusted advisor to senior executive leadership.