Office Administrator (Part-time)

Position Overview:

Working closely with the HR, IT Service Desk and Senior Management teams, office administrators are responsible for keeping our office running smoothly. This role involves a wide range of duties, including:

• Arranging daily food deliveries with caterers and suppliers and ensuring SLAs are met.
• Maintaining an organized and well-stocked pantry.
• Liaising with multiple external suppliers to maintain the office’s physical environment; whether that be cleaners, plumbers, electricians, engineers or building management.
• Maintaining the office stationery, business cards and company branded equipment.
• Responsible for the repair and maintenance of office equipment.
• Processing inbound/outbound mail to the Hong Kong office, distributing to employees, and arranging local couriers and international carriers.
• Greeting visitors and coordinating in-person or VC meetings.
• Ensuring health and safety standards up to date, arranging fire safety/first aid training as needed.
• Planning quarterly office events at various new and interesting venues across Hong Kong, and running these events for up to 100 employees.
• Using Workday daily to submit office expenses.
• Contract negotiation with external vendors, including liaising internally with legal and finance departments.
• Working with our technical service desk team to coordinate desk moves and troubleshoot hardware issues for users.
• Producing high quality emails and messages to individuals at all levels of the organization.
• Managing multiple internal systems and processes, completing data entry to ensure accurate collation of information to senior management.
• Supporting HR with the onboarding/offboarding process by helping schedule interviews, orientations, and desk arrangements.

 

This role is a part time role spread out over 5 days. The hours are as follows - Monday: 08:00 - 17:00 Tuesday: 08:00 - 13:00 Wednesday: 08:00 - 17:00 Thursday: 08:00 - 13:00 Friday: 12:00 - 17:00. It requires someone who is confident of their own abilities, able to juggle several requests at any one time, and able to remain friendly and approachable when communicating with multiple personalities.

 

Required Qualifications:

• Bachelor’s degree level education or equivalent
• 3 years’ experience in a similar role
• Strong proficiency in Microsoft office, specifically Outlook and Excel
• High level of confidence using software and internal platforms and ability to pick up new systems
• Experience with Workday for expensing
• Experience using an issue tracking system or ticketing software
• Previous roles in finance industry are a bonus
• Use of floorplan management software in previous roles is a bonus
• Able to work occasional weekends or events, as needed