This role will support various office and HR administrative tasks at our Hong Kong corporate office at Taikoo Place (Quarry Bay), and is vital in maintaining our office's efficiency and contributing to our team's success.

Roles & Responsibilities

Office Management and Administrative Support:

• Assist the Office Manager in daily administrative tasks and office management.
• Support Receptionist when needed.
• Maintain filing systems, both electronic and physical, ensuring accurate record-keeping.
• Collaborate with Receptionist in managing office supplies, inventory, and vendor invoicing matters.
• Prepare and maintain vendor contracts, documents, reports, and presentations as required.
• Collaborate with Office Experience Assistant to order pantry supplies and manage stock inventory effectively.
• Prepare expense report related to office experiences, perform data entry, and maintain databases to ensure all information is current and accurate.

Employee Onboarding and Engagement

• Support the onboarding process for new employees, including preparing materials and scheduling orientations.
• Assist in the planning and execution of company events, meetings, and employee engagement initiatives.
• Partner with the Sustainability department to coordinate volunteering events and community service projects.
• Collaborate with various departments to ensure seamless communication and project support.
• Collaborate with relative departments to promote wellness initiatives and activities.

Recognition Programs

• Assist in coordinating the Dedicated Service Award program, including nominations, communications, and awards logistics.
• Manage gifts coordination for employee recognition and special occasions.
• Serve as the primary contact for supporting global recognition initiatives.
• Undertake additional responsibilities and duties as assigned by supervisor to meet operational needs.

Communication requirements
 

Communicates with internal colleagues

• Allocate around 70% of time to engage with office colleagues.
• Demonstrate the ability to multitask and prioritize requests from all internal stakeholders.
• Maintain strong communication within the team.
• Report and relay information accurately.
• Promote a collaborative environment by encouraging open dialogue and feedback.
• Actively participate in team meetings to ensure alignment and address any issues.

Communicates with external vendors

• Dedicate approximately 30% of time to interacting with external vendors.
• Ensure clear communication and effective support arrangements with vendors.
• Exhibit resilience by proactively updating and coordinating with vendors.
• Cultivate and maintain strong relationships with vendors to enhance collaboration.
• Monitor vendor performance and provide feedback to ensure quality of service.

Job requirements

• Education – High school diploma or equivalent; additional qualifications in office administration are a plus.
• Experience – Proven experience in a similar administrative role.
• Proficient in MS Office Suite (Word, Excel, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Ability to maintain confidentiality and handle sensitive information.