Office Associate

Key Responsibilities:

Office Administration

• Manage the day-to-day office operations and administrative activities.
• Maintain a clean, organized, and professional office environment.
• Coordinate office maintenance, repairs, and facility-related matters.
• Monitor and replenish office supplies, pantry items, and stationery.
• Handle incoming and outgoing mail, courier services, and deliveries.
• Maintain office filing systems and company records.
• Receive and coordinate document handover to accountant for book-keeping.

Vendor and Facilities Management

• Liaise with building management, landlords, contractors, and service providers.
• Manage relationships with office vendors and suppliers.
• Obtain quotations and coordinate procurement of office equipment and services.
• Monitor vendor performance and ensure service quality.

Administrative Support

• Provide administrative support to management and various departments.
• Assist with meeting arrangements, room bookings, and company events.
• Coordinate travel reservations and accommodation arrangements when required.
• Prepare administrative reports, purchase orders, and expense documentation.

Finance and Procurement Support

• Process invoices and ensure timely submission for payment.
• Retrieve office bills and invoices and prepare them for settlement (Checking billing details for CEO to settle)
• Maintain records of office-related expenses and budgets.
• Assist with procurement activities and inventory management.
• Support finance and HR teams with administrative documentation.

Employee and Visitor Support

• Act as the first point of contact for office visitors and external parties.
• Support employee onboarding logistics, including workstation setup and office orientation.
• Assist in organizing staff activities and employee engagement events.
• Respond to general office-related requests from employees.

Compliance and Health & Safety

• Ensure compliance with company policies and office procedures.
• Support workplace health and safety initiatives.
• Maintain emergency contact lists and office safety records.

Requirements:

Education

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

Experience

• Ideally 2 years of experience in office administration, office management, administration support, or a similar role.
• Experience working in a corporate, SME, or professional services environment is preferred.

Skills and Competencies

• Strong organizational and multitasking abilities.
• Good communication and interpersonal skills.
• Detail-oriented with a proactive and responsible attitude.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Skill in online scheduling software (Monday.com)
• Ability to work independently and manage competing priorities.
• Good problem-solving skills and customer-service mindset.

Language Requirements

• Good command of written and spoken English.
• Mandarin proficiency is an advantage but not required.

Preferred Qualifications

• Experience supporting HR, finance, or procurement administration.
• Familiarity with office facilities management and vendor coordination.
• Experience organizing company meetings or events.

Salary & Benefits

• Annual Leave and statutory benefits in accordance with Hong Kong employment regulations
• Medical insurance (if applicable)
• Performance bonus (subject to company policy)
• Lunch included in the office.