Facility Coordinator - Associate

About the Role

iCapital is looking for a proactive and service-oriented Facility Coordinator to join our Hong Kong office. This role will help in supporting the daily facility activities of the company and also provide support to Managing Directors if needed.

Experience in working with teams and clients will shine as you navigate this dynamic role. Your ability to anticipate needs, pay meticulous attention to detail, and maintain the utmost confidentiality will be critical.

This role is an exciting opportunity to join a growing team and create and maintain an office environment where all employees and others feel welcome, engaged, and equipped to do a great job.

Responsibilities:

• Ensure the office is consistently clean, safe, and fully operational.


• Liaise with building management and the iCapital Workplace team to maintain a professional and efficient working environment. Oversee facilities, manage escalations, and ensure all aspects of the office function smoothly.


• Maintain office supplies, snacks, groceries, and beverages for employees.


• Manage incoming and outgoing deliveries.


• Build and maintain vendor relationships, negotiate contracts, process invoices, and manage office expense reports. Familiarity with platforms such as Expensify and Coupa is a plus.


• Keep track of regular and ad-hoc facility expenses.


• Coordinate and manage office events (including weekly breakfasts, lunch, happy hours, meetings, offsite events and any other ad-hoc events).


• Support staff onboarding/offboarding by coordinating with Talent Acquisition & Corporate IT team.


• Assist with ad-hoc projects as requested.

Qualifications:

• Able to work on-site, Monday-Friday, 8:45 AM – 5:45 PM (with flexibility based on office needs).


• Ability to manage and prioritize a wide range of administrative and executive support related tasks.


• Experience in working with international teams and across various time zones.


• Exceptional organizational and time management skills.


• Passionate about hospitality and working in a fast-paced environment.


• Able to communicate across all levels of the organization in a personable and hospitable manner.


• Fluent in English.


• Proficiency in office software tools, including Microsoft Office (PowerPoint, Excel etc) and Monday.com.


• Team player, with a proactive ‘can do’ attitude, willing to take on new tasks and challenges as the role develops.

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office 5 days a week. 

For additional information on iCapital, please visit https://www.icapitalnetwork.com/about-us  Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc | Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/

iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.