Associate Director - Office Services Leader

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
• Fluency in English, Mandarin, and Cantonese (both written and verbal)
• >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
• Agrees to comply with the firm’s hybrid work policy (“work from home policy,” as aligned with the Company’s employee handbook), which currently requires reporting to the Company’s Hong Kong office four (4) days per week, with one (1) remote workday permitted.

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.