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
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