Key Areas of Responsibilities
Project Management
- Coordinate HO projects that impacts the Administration Department
- Serve as the key contact point for BJ HO
Accommodation Management
- Collaborate with the Admin Manager to source cost-effective hotels and serviced apartments, arrange bookings for BJ secondees as needed
- Liaise closely with HR to receive instructions for serviced apartment arrangements for both HK and overseas locations
PR, GSA and Expense Processing
- Secure entertainment approvals when required
- Process new leases, lease renewals, PR and invoices through OA
- Translate GSAs for OA submission
Company Event Coordination
- Suggest event ideas to the reporting manager and work with Admin colleagues to execute events within the approved budget
Meeting Arrangements for VIPs / Board Meetings
- Prepare necessary materials in advance
- Provide on-site meeting support, including refreshments
- Coordinate accommodation and transportation for VIPs
Team Support
- Deliver administrative assistance to teams as required by the team head
- Support onboarding for new staff by arranging building and systems access, business cards, and orientation activities
- Manage offboarding processes for departing staff
- Arrange staff gifts where required
- Prepare ISO14001 – EMS documentation
- Long Service Award Procurement
- Coordinate procurement for non-IT items
- Manage corporate card issuance, cancellation, and dispute processes
- Other Admin duties not assigned
Key Contacts
- Group Administration Department colleagues
- HK/BJ Office Management
- HK Office Employees
- External Vendors and Building Management
Requirements
- Bachelor’s degree or higher in any discipline
- Minimum of 2 years’ relevant administrative experience
- Strong analytical skills with exceptional attention to detail
- Excellent command of Mandarin, English and Cantonese (written and spoken)
- Energetic, proactive team player with a heads-on approach
- Strong communication skills
- Self-starter with the ability to meet deadlines independently
- Proficient in MS Excel, PowerPoint and Word
- Highly organized, disciplined, and reliable
