Administration Manager

We are seeking a proactive and detail-oriented Administration Manager / Assistant Manager to oversee the smooth functioning of administrative processes and daily operations at our Hong Kong headquarters. The ideal candidate will manage office and property maintenance, coordinate comprehensive travel arrangementsincluding hotel bookings and visa formalities—and support event logistics. This role also includes handling advertising and promotional material, staff and promoter family travel, bachelor house upkeep, and operations support.

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Key Responsibilities:

Administrative Management

• Oversee general office administration including facility upkeep, procurement, and vendor management.
• Develop and implement administrative systems and procedures for improved efficiency.
• Create and maintain operational reports and documentation.

Office Space, Bachelor House & Property Management

• Manage allocation, utilization, and maintenance of office space and bachelor accommodations.
• Ensure timely maintenance and supply management for bachelor houses.
• Coordinate with landlords, building management, and maintenance vendors for both office and residential facilities.
• Monitor lease agreements and ensure compliance with property laws and renewal timelines.

Visa, Ticketing & Hotel Coordination

• Handle end-to-end visa formalities including documentation, application submission, tracking, and renewals for employees and their families.
• Liaise with travel agencies for booking domestic and international flights for staff, promoters, and their families.
• Manage hotel bookings for employees, business guests, and traveling staff during business trips or events.
• Ensure compliance with corporate travel policies and maintain accurate records of travel, accommodations, and related expenses.

Event Advertising & Promotional Activities

• Coordinate advertising and promotional efforts for events and shows.
• Manage the design, printing, and distribution of business cards and other corporate materials.

Logistics & Insurance

• Oversee all logistics including shipments, courier services, inventory, and office supply management.
• Coordinate and manage insurance for office assets, logistics, travel, and company events.

Operations Support

• Support planning and execution of company events, meetings, and off-site activities.
• Facilitate on boarding of new employees including workspace setup, access, and basic orientation.
• Work closely with cross-functional teams to improve operational processes and efficiencies.

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Requirements:

• Master’s degree in Business Administration/ Travel Management/ Operations Management, or a related field.
• 5–9 years of experience in administration, travel coordination, and operations.
• Strong organizational, communication, and multitasking skills.
• Proficiency in MS Office and administrative software.
• Demonstrated experience in visa formalities, hotel booking, vendor management, and logistics.
• Ability to manage confidential information and make sound operational decisions.
• Open to work from our Headquarters in Hong kong.