By performing reception role as back up for Area 3 regional office:
By coordinating and keeping good relationship with authorities and external business partner for insurance, banking. accounting, administration, tax, employment issues
By renewing all administrative agreement, membership and insurance policies in time
By preparing the documents when all related certificate renewal required
By contacting and handling with relative governmental department for the renewal of registration certificate and updating the latest status upon change
By handling the renewal process of different business-related licenses with different governmental departments (i.e. HKG C&E, labour dept, OFCA etc.) for ensuring our business legitimation in the station
By updating IT stock records and replacing the IT equipment
By purchasing office materials and equipment via contacting local suppliers or via coordinating with regional offices / CVLUX IT or General Purchasing department.
By liaising with suppliers, including requesting quotes for comparison and choosing the one with better price while service maintained
By monitoring the quality and reliable of the suppliers / vendors which providing goods or services in complying the compliance & company policy
By attending meetings and keeping contact with suppliers / service providers to obtain and maintain the best service
By monitoring costs, planning admin budget info , and looking for opportunities for savings
By coordinating & planning the renovation or refurbishment projects of station offices (i.e. airport & town office)
By keeping awareness of the company policy update which related to Admin & procurement execution
By updating Administration manual and records
By filing paper and electronic documents correctly and in order such as suppliers' contracts & company documentation
By seeking continual improvement in the Administration elements of the station.
By solving the issues of offices or from station staffs in rapid and professional way
By contacting and handling the tenancy matters with office building landlords for ensuring the offices is served in good condition by the building service
Supervisory Role On Administration
Ensuring the reception area, office pantries and the meeting rooms in a presentable manner always in cooperating with other departments
Monitoring and provide guidance for receptionist & Admin assistant for demonstrating assigned tasks / when having any special occasions in complying the company policy
Maintaining and ordering an adequate inventory of office/pantry supplies such as stationery, stamp, paper, distilled water, newspapers, food and beverages, etc.
Allocating & monitoring cleaner's works.
Maintaining office and equipment in good, tidy and clean condition
Coordinating meeting room booking and maintenance
Coordinating the repair and maintenance of office equipment like fax machines, copiers, or phone systems
Maintaining office access record and access cards stock
Essential Requirements For The Position
Bachelor’s degree in business or other relevant subject
At least 3 to 5 years working experience in all-round office administration role and in supervisory level, experience in regional office will be a plus
Good communication, interpersonal and project management skills
Good command in English, Mandarin and Cantonese
Good knowledge on MS office
Working Conditions
It is a full-time position based in Hong Kong.
Flexibility is needed with working hours and local holidays
This position demands a regular and full-time presence and requires also business trips, vacation and other absences are planned in a way that they do not conflict with service requirements.
