Receptionist and Office Administrator

Job responsibilities:

Reception and Visitor Services

• Manage the reception area and maintain a professional, tidy and welcoming environment.
• Greet visitors courteously, confirm the purpose of their visit and notify the relevant host promptly.
• Answer and route incoming calls promptly and professionally; take accurate messages when colleagues are unavailable.
• Handle general enquiries from employees, visitors, couriers and service providers, escalating matters when appropriate.

Mail, Courier and Delivery Support

• Receive, sort and distribute incoming mail, parcels and courier deliveries, and notify recipients promptly.
• Prepare outgoing mail and courier items, including arranging collection, completing delivery details and maintaining basic records where required.
• Coordinate local deliveries between the Hong Kong office, other company locations and the warehouse, as requested.
• Liaise with courier providers to follow up on delayed, missing or urgent deliveries.

Office Administration and Workplace Support

• Monitor and replenish office, pantry and stationery supplies within agreed stock levels and approval procedures.
• Support meeting room readiness, including room bookings, basic set-up, refreshments and post-meeting reset.
• Maintain up-to-date office contact lists, seating plans, visitor information and other administrative records assigned by the supervisor.
• Support employee onboarding and departures with practical office arrangements, such as workstation, access and welcome materials, as directed.
• Assist with internal events, town halls, employee activities and ad hoc office projects.

Facilities and Service Coordination

• Act as a day-to-day contact for cleaning, maintenance, pantry, office equipment and other workplace service matters.
• Log and follow up facilities issues with building management or approved vendors, and keep the supervisor informed of significant or unresolved matters.
• Conduct routine checks of reception, meeting rooms, common areas and shared office equipment, and report defects or service gaps promptly.
• Support office safety, security, sustainability and housekeeping practices, including emergency contact information and paperless or waste-reduction initiatives.
• Coordinate vendor visits and service appointments as assigned, ensuring minimal disruption to office operations.

General Responsibilities

• Provide responsive support to employees while prioritising requests according to urgency, operational impact and supervisor direction.
• Handle company, employee and visitor information with discretion and confidentiality.
• Follow company policies, office procedures, health and safety requirements and applicable data-protection practices.
• Perform other reasonable administrative or office support duties assigned by the supervisor.

Job requirements:

• Secondary education or above. A certificate or diploma in business administration, hospitality or a related discipline is an advantage.
• At least 5-6 years of relevant reception, office administration, customer service or workplace support experience, preferably in a sizeable organisation.
• Working proficiency in spoken Cantonese and English; Putonghua is an advantage.
• Basic proficiency in Microsoft Outlook, Word, Excel and Teams, with confidence in using standard office equipment.
• Experience coordinating couriers, suppliers, building management or facilities requests is an advantage.