Admin Officer

Key Responsibilities

Office Operations

• Oversee day-to-day office administration, including procurement of office supplies, maintenance of office equipment and facilities, and management of vendors and service contracts

• Maintain administrative filing systems, records and documentation to ensure accuracy, security and easy retrieval

• Handle daily correspondence (emails, calls, courier and mail) and provide general administrative support to internal teams

• Coordinate meetings, events and travel arrangements as required

• Support employee onboarding and offboarding procedures, and liaise with HR on attendance and leave records

Tender & Bidding Support

• Assist in the preparation, compilation and submission of tender and quotation documents (e.g., EOIs, RFPs, RFQs), ensuring full compliance with tender requirements and deadlines

• Review and organize tender documents, check for completeness and accuracy, and maintain a tender schedule tracking submission deadlines

• Liaise with internal departments and external parties (government departments, suppliers and partners) to collect and verify required documentation

• Maintain a central repository of tender templates, past bids and related records for future reference

Forms & Applications

• Prepare and complete various administrative and application forms, including fundings, license and permit applications, registrations and statutory submissions

• Ensure all forms and submissions are accurate, complete and submitted on time in accordance with relevant regulations

AI-Driven Productivity

• Actively apply AI tools (e.g., ChatGPT, Microsoft Copilot, Claude, Grammarly) to draft and polish documents, summarize information and streamline routine tasks

• Identify and recommend new AI solutions to automate repetitive administrative workflows and improve overall efficiency

• Stay up to date with emerging AI products and propose practical ways to integrate them into daily work

Requirements

• Diploma or above in Business Administration, Management or a related discipline

• 1–3 years of solid administrative experience; experience in tender/bid preparation is a definite advantage

• Proficiency in using AI tools and a strong willingness to adopt new technologies

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Excellent command of written and spoken English and Chinese (Cantonese and Mandarin)

• Detail-oriented, well-organized, and able to work independently under pressure

• Strong communication, interpersonal and problem-solving skills

• Immediate availability is highly preferred