Senior Administrative Officer (Operations & Analytics;1 year renewable contract)

5 years admin/facilities exp

Office ops, vendor mgmt, procurement, budget

Expert Excel (Pivot, dashboards) & PowerPoint

50% Operations & Administration and 50% Data Processing, Reporting & Presentation Support

Job Responsibilities

Manage day‑to‑day office and facilities operations, including maintenance, security, cleaning, pantry services, supplies, and workplace service requests; liaise with building management and external vendors to resolve issues, and support relocation, renovation, and space‑planning projects.

Handle end‑to‑end procurement and vendor coordination – from sourcing and quotation comparison to contract negotiation, renewal, and performance monitoring – ensuring compliance with company policies and budget control through purchase orders and invoice verification.

Provide employee and business support, including new hire onboarding (workstation, access, equipment), internal enquiry response, business travel arrangement (itinerary, visa, insurance), and travel claim review for policy adherence; organise company meetings, town halls, team events, and corporate functions.

Collect, consolidate, and validate operational data from facilities, travel, procurement, vendor performance, space utilisation, and administrative activities; maintain accurate databases and reporting templates; perform trend, variance, and root‑cause analyses to identify risks, gaps, and improvement opportunities, while ensuring process compliance.

Develop and maintain recurring reports, KPI dashboards, management summaries, and executive reporting packs for monthly, quarterly, and annual business reviews; leverage Power BI for data visualisation and dashboard development (preferred), and drive automation and standardisation of reporting templates.

Design professional PowerPoint presentations for leadership meetings, audits, governance discussions, budget reviews, and project updates – translating complex data into clear, actionable visuals and narratives; collaborate with stakeholders to gather content and verify accuracy, and use analytical insights to recommend service improvements, cost optimisation, and operational planning.

Job Requirements

Bachelor’s degree in Business Administration, Facilities Management, or a related discipline preferred.

5–8 years of hands‑on experience in administration, facilities management, workplace services, or business support; prior experience in real estate, facility management, project consultancy, or workplace services organisations is a strong advantage.

Proven track record in office operations, vendor coordination, procurement, budget tracking, and multi‑stakeholder communication, with the ability to support senior executives and cross‑functional teams.

Solid experience in data collection, validation, consolidation, and reporting; familiarity with KPI frameworks, trend analysis, and data visualisation (Power BI is a plus).

Ability to manage large datasets and distil them into meaningful business insights, with meticulous attention to accuracy and integrity.

Strong analytical, problem‑solving, and business writing skills; effective stakeholder and vendor management; continuous improvement mindset; excellent organisational and time‑management skills to handle multiple priorities in a fast‑paced environment.

Expert‑level Excel skills (PivotTables, data modelling, reporting, dashboards) and strong PowerPoint capabilities for professional presentation creation.

Fluent in English, Cantonese, and Mandarin (preferred), with exceptional written and verbal communication abilities.