Associate Director, Office Services Leader, APAC

Job Title: Associate Director, Office Services Leader, APAC

Department: Office Services

Reports To: SVP, International COO And Country Head, UK

Job Summary:

Reporting to the International COO, this person will build a best-in-class office services function for our APAC offices (Hong Kong and Singapore). They will provide efficient and effective management of both the office footprint and act as player/coach of the administration function e.g. reception, office expenses, safety, travel – ensuring both offices have everything that the staff in them need to carry out their roles efficiently on a day-to-day basis. Cohen & Steers is committed to an inclusive culture, valuing diversity in support of our people and clients.

Major Responsibilities/Activities:

• Strong people leader
  • Recruiting, mentoring, coaching and developing team members
  • Establishing a coverage model for reception, travel, expenses and calendar management duties across both locations
• Oversee estate and facilities management; repairs, cleaning, security, etc.
  • Liaison with the external cleaning company to monitor and oversee to ensure a high standard of service received.
  • Regular health and safety checks
  • Responsibility for all orders, incoming deliveries and stock management/inventory control of office supplies, drinks, fruits as appropriate.
  • Organising and maintaining the office layout, ensuring office condition remains excellent and arranging repairs as necessary.
• Develop standard operating procedures, policies and KPIs
• Manage contract and price negotiations and relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Key member of any office move projects in both locations; involved in space search, design, fit-out and relocation:
  • Partner with design and fit out contractor e.g. furniture selection and procurement
  • Declutter and purge paper and storage
  • Manage move, address change and waste disposal

Minimum Requirements:

• Recent experience of coordinating an office move
• Effective and confident line management experience including performance management, interviewing and resource planning
• >10 years’ experience in an office management role, preferably across several geographies and within the financial services industry
• A demonstrable ability to take a leadership role in improving processes and implementing procedures
• Strong stakeholder management and negotiation skills, evidence of success in driving value from suppliers such as landlords, building management and maintenance contractors
• Ability to communicate at all levels, developing productive relationships, collaborating successfully, acting firmly and decisively with charm in managing internal stakeholders
• Confidence in taking decisions and prioritising
• Proficiency in Microsoft Office
• An understanding of the need to get involved in a broad scope of responsibilities with whatever is needed to keep the office running smoothly
• Event management experience beneficial
• Up-to-date knowledge of local Health & Safety legislation and a current First Aid at Work certification
• An ability to work under pressure
• A high level of emotional intelligence
• Demonstrates inclusive behaviors in support of a culture that values diverse perspectives
• Is able to abide by the firm’s hybrid work arrangement policy in the Hong Kong office (4 days in-office/1 day remote)

Key Skills to Demonstrate:

• People management
• Reliability and discretion
• Time management and prioritisation
• Excellent communication, negotiation and relationship-building skills
• Problem solving skills
• Process improvement
• Leadership and the ability to ‘make things happen’
• Budgeting skills
• Attention to detail
• Personal credibility and integrity
• Customer orientation

Location: 

• The successful candidate will be based in Hong Kong with occasional travel to Singapore expected

Note: This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. The job title or duties and responsibilities may be changed by the Company at any time.