Administration Executive

About the role

Responsible for daily administrative operations and on-site support for the Hong Kong office, assisting in following up with local suppliers, contract payment processes, financial document organization, and employee activities.

We are looking for someone who is meticulous, flexible, and responsible, able to follow up on and implement daily administrative matters in a timely manner.

Key Responsibilities

1. Daily Administrative Support

-Handle daily administrative tasks for the Hong Kong office, including mail and courier management, office supplies and materials management.

-Assist in following up on daily office services such as drinking water, cleaning, maintenance, and property management.

-Maintain the office environment and basic setup, promptly following up on on-site administrative issues.

-Organize and update relevant administrative records and ledgers.

2. Supplier Follow-up

-Contact and follow up with Hong Kong local administrative suppliers, including quotation requests, price comparison, ordering, and service follow-up.

-Assist in simple price communication and cost comparison.

-Follow up on supplier service performance and promptly coordinate resolution of related issues.

3. Contract, Payment and Financial Documentation Support

-Assist in organizing quotations, contracts, invoices, and payment documentation related to administrative services.

-Follow up on contract signing, payment applications, and related internal processes.

-Assist finance in organizing financial vouchers, invoices, and related supporting documentation to ensure completeness and facilitate filing and reconciliation.

-Coordinate with headquarters administrative, legal, and finance teams to complete required documentation preparation and communication.

4. Office and Event Support

-Assist with simple office setup, facility adjustments, and materials procurement.

-Support the planning and execution of employee activities, festive events, and other on-site events for the Hong Kong office.

-If office relocation, renovation, or new venue preparation is involved in the future, assist with local supplier liaison and on-site execution.

5. Other Administrative Tasks

-Coordinate with the headquarters administrative team to implement matters related to the Hong Kong office.

-Complete other daily administrative and ad-hoc support tasks as required based on actual needs.

Requirements

1. Diploma or above, with 1–3 years of experience in administration, Office Administration, or related work.
2. Fluent in Cantonese and English, able to communicate in Mandarin for daily work.
3. Meticulous and well-organized, with strong follow-up and execution abilities.
4. Basic cost awareness, able to conduct simple quotation requests, price comparison, and supplier communication.
5. Sensitivity to contracts, invoices, payments, and basic financial documentation.
6. Good communication and coordination skills, willing to handle numerous daily and on-site administrative matters.
7. Proactive, flexible, and responsible, able to promptly follow up on and provide feedback on issues.
8. Proficient in common office tools such as Microsoft Office or Google Workspace.