Responsible for the Guest Services and Facilities Department, including managing the conference centre, reception and front of house areas, organising internal events, dealing with building services / maintenance, cleaning and security contractors, Health & Safety compliance and overseeing office space.
Reporting to the Senior Director of Administration, the role involves interacting with staff and contractors / vendors at all levels to ensure that the office space and environment is maintained to a very high standard and excellent levels of customer service are provided to the office.
Oversee smooth running of reception team, ensuring that the services provided are professionally and consistently delivered, including but not limited to switchboard, meeting room reservations, client reception and conference facilities, guest services and catering.
Organise, execute and oversee internal office social events.
Conduct research and gather information on vendors.
Source and liaise with catering and product vendors to ensure a high quality product & timely delivery.
Handle logistical details including catering, supplies, displays, signage and room set-ups for internal social events and firm wide initiatives events, as well as provide on-the-day support and follow up duties.
Manage facilities team to provide an efficient, client focused and professional service to attorneys, staff and clients.
Act as primary liaison between K&E and building management.
Involved in space planning, implementation and completion of newly created offices in anticipation of office moves and new hires.
Engage with outside construction contractors to accommodate same.
Ensure that floor plans are kept up to date, visitor offices and unoccupied space reported upon.
Liaise and monitor external contractors, such as cleaning, security and building maintenance to ensure they deliver their services in a timely, professional and responsive manner.
Ensuring where applicable that service levels are maintained and scheduled on nights and weekends to minimize disruption to attorneys and staff.
Supervise Health & Safety activities and maintain all health & safety records for staff including DSE assessments, PEEPS, fire and first aid training, building notices.
Annually undertake the Fire Risk Assessment and a Health & Safety Audit.
Keep up to date with changes to Health and Safety regulations and industry developments.
Review all non-billable travel to ensure travel is in accordance with firm policy.
Handle procurement functions for Asia offices.
Assist the Senior Director of Administration to prepare and monitor department budgets and business plans.
A bachelor's degree and a minimum of 8 years' experience, in a professional environment preferred. Hospitality experience a plus.
Excellent command of English and Cantonese.
Excellent customer service orientation with strong communication skills and the ability to work with attorneys and staff at all levels.
Outstanding interpersonal skills.
Must have an eye for detail.
Ability to effectively prioritize work and respond to multiple service requests, often while working under tight time constraints.
Ability to work with many different personalities in stressful situations remaining calm at all times.
Ability to follow tasks through to completion, paying great care and attention to detail.
Ability to think critically, solve problems pro-actively and effectively respond to rapidly-changing conditions.
Team player with flexible, hands-on attitude.
Ability to maintain confidentiality.
Professional in outlook, attitude and appearance.
Reliability, commitment and punctuality.
Excellent IT skills