Baring Private Equity Asia Limited - Hong Kong

Role Overview:

The individual coordinates with different functions and offices to support firmwide events and activities. S/he is also responsible for procurement, facilities, space planning, lease management, health and safety, office activities, and other general office services to ensure smooth office operations in Hong Kong.

Key Responsible Areas:

Office Management

  • In charge of all general supplies and equipment ordering
  • Oversee general vendor management, including firmwide subscriptions (see below)
  • Facilitate coordination among assistants across offices
  • Arrange back up to assistants, receptionist, and tea lady in Hong Kong
  • Organize photo shooting and support filming of staff
  • Oversee office activities, including but not limited to happy hour, outing, office lunch/dinner, CSR activities
  • Send out public holiday, premises safety and other office notifications
  • Partner with HR on office transfers, look-see, onboarding, offboarding, etc.
  • Support senior management in coordinating the ongoing process of risk assessment and management with the purpose of ensuring timely and effective responses and business continuity

Facility Management

  • Liaise with building management and arrange maintenance work and repairs in the offices
  • Ensure corporate security and safety
  • Support the negotiation, renewal and implementation of property insurance
  • Support/participate in the management and leasing of offices
  • Oversee all aspects of general office aesthetics and hygiene
  • Coordinate office relocation, if relevant
  • Facilitate space allocation and general setup in office

Firmwide Subscriptions & Account Management

  • Track usage of existing subscriptions 
  • Evaluate new subscriptions
  • Negotiate renewal terms
  • Manage user accounts
  • Coordinate with HR to schedule quarterly training to team
  • Distribute relevant articles per request

General (including overseeing Events Planning and General Services)

  • Lead coordination with other offices/teams and oversee planning of firmwide activities and events
  • Support firm’s sponsorship of CSR initiatives in Hong Kong
  • Provide guidance and support to ad hoc projects

Ideal Profile:

  • 15+ years of relevant experience, prior office management experience strongly preferred
  • Great client services mindset
  • Positive, can-do attitude
  • Strong interpersonal skills; effective with wide audience across different background, experience, culture
  • Outstanding problem-solving skills and highly detail oriented, willing to be hands on
  • Comfortable with ambiguity; is a fast learner and able to quickly turn around ad-hoc
  • and meet deadlines
  • Independent and proactive, able to take own initiative with minimal guidance
  • Results oriented and highly organized, able to manage multiple initiatives concurrently and prioritize effectively
  • Strong work ethics and sense of responsibility
  • Familiarity with asset management industry highly preferred
  • Good knowledge of vendor management, procurement, and contract negotiation
  • Fluent in English and Chinese