Administrative & Operations Executive

About the role

Health Miracle Integrated Medical Center, together with our skincare and fragrance product-development businesses, is looking for an Administrative & Operations Executive to support our daily business operations. The successful candidate will play an important role in maintaining smooth office administration, payroll administration, supplier and production coordination, records management, and communication between management, vendors, and external professional service providers.

Key responsibilities

• Handle day-to-day office administration and provide reliable operational support to management.
• Prepare, enter, update, and maintain daily financial and administrative records, including invoices, receipts, expenses, payment records, petty-cash records, purchase orders, and supporting documents.
• Update and maintain records of bank-account deposits, payments, transfers, and account inflows/outflows for management review and for submission to the external accountant.
• Organise accounting documents and liaise with the external accountant regarding invoices, bank records, expense claims, payment information, payroll information, and management-accounting requirements.
• Handle monthly payroll administration, including attendance records, leave records, overtime or commission information where applicable, payroll calculations, MPF-related administration, and employee payment arrangements.
• Maintain confidential employee, payroll, financial, supplier, and company records in an organised electronic and hard-copy filing system.
• Liaise with suppliers, vendors, laboratories, manufacturers, packaging companies, and production partners regarding quotations, purchase orders, ingredients, packaging materials, samples, production schedules, delivery arrangements, and outstanding matters.
• Coordinate product-development and production administration for skincare, cosmetic, fragrance, and related products, including tracking product ingredients, packaging, artwork versions, specifications, quantities, batch or production records, and delivery status.
• Follow up on supplier quotations, invoices, purchase orders, stock or material availability, production lead times, samples, shipment schedules, and quality or delivery issues.
• Support communication between management, internal team members, suppliers, production partners, landlords, service providers, and other external parties.

About you

• Diploma or above in Business Administration, Accounting, Office Management, Human Resources, or a related discipline.
• At least 3 years' relevant experience in administration, office operations, payroll administration, accounting support, executive support, or business coordination.
• Proven experience handling payroll administration, employee records, attendance or leave records, and MPF-related administrative matters.
• Experience with invoices, bank-record updates, expense tracking, payment support, document preparation, and liaison with an external accountant.
• Experience liaising with suppliers, vendors, factories, packaging companies, laboratories, or production partners is highly preferred.
• Strong organisational ability, careful attention to detail, and the ability to handle several priorities independently.
• Proficient in Microsoft Office, especially Excel, Word, Outlook, and Chinese word processing.
• Good command of spoken and written Cantonese, English, and Mandarin.

About us

Health Miracle Integrated Medical Center, together with our skincare and fragrance product-development businesses, operates in the medical, beauty, skincare, cosmetics, and fragrance sectors.