Administrative Assistant

Position Overview

We are seeking a detail-oriented and proactive Administrative Assistant to oversee the day-to-day administrative and operational functions of our office. Reporting to senior management, this role serves as a key point of contact for vendors, office management, and internal staff, while supporting basic financial and bookkeeping activities. The successful candidate will play an essential role in keeping our office running smoothly and efficiently.

Key Responsibilities

The Administrative Assistant will be responsible for the general administration and smooth operation of the office, including managing relationships with service providers and building management. Specific duties include:

• Reviewing, verifying, and processing recurring office expenses such as telecommunications bills, utilities, and other vendor invoices to ensure accuracy and timely payment.
• Managing office lease matters, including tracking renewal timelines, coordinating negotiations, and maintaining all related documentation.
• Serving as the primary liaison with the building management office on matters relating to facilities, maintenance requests, access cards, parking, and other tenant-related issues.
• Performing basic bookkeeping tasks, including maintaining records of accounts payable and accounts receivable, issuing and depositing cheques, and other tasks as needed.
• Procuring and managing office supplies, equipment, and stationery, and overseeing general office upkeep.
• Support HR-related administrative duties, including work pass application, maintaining employee records, CPF administration, and other tasks as needed.
• Providing sales-related administrative support, including booking flights and accommodations for the Senior Sales Supervisor and Business Development Manager, maintaining clear records for expense tracking, and ensuring adherence to the company's travel policy.
• Acting as the office-based point of contact for clients when the Senior Sales Supervisor or Business Development Manager are travelling or attending to clients off-site, including handling incoming phone calls and preparing and issuing quotation documents to clients as required. Technical enquiries will be referred to the Senior Sales Supervisor.
• Assisting senior management with the regular review and updating of internal operational procedures and recordkeeping systems.
• Supporting senior management with other administrative tasks as required.

Qualifications

• Bachelor's degree in Business Administration or a related discipline (required).
• Native fluency in Chinese, both written and spoken, with the ability to communicate effectively with senior management on business matters.
• Strong business-level English, both written and spoken, sufficient for day-to-day correspondence, vendor communication, and document handling.
• Prior experience in office administration, executive assistant, or similar support role is preferred but not required.
• Familiarity with basic bookkeeping principles, including accounts payable/receivable processes; comfort with handling cheques and basic financial records.
• Proficiency in standard office software (Microsoft Office); experience with bookkeeping or accounting software is a plus.
• Discretion and reliability in handling confidential business and financial information.