Office Administration/Operations Coordinator

4 days ago

Hong Kong Island, Hong Kong SAR China Hong Kong International Arbitration Centre Full time

Office Administration/Operations Coordinator Assisting Operations Director in overseeing daily office operations and perform a diverse range of administrative activities in a fast-paced office environment including supporting internal or external events. Serving as a central liaison and support to other departments or external parties (vendors, building management, services providers, etc.) in the resolution of a variety of day-to-day matters, and handling customers’ enquiries related to room bookings, verbal and written. Handling business correspondence (including emails), reports, and confidential documents with discretion and accuracy; compiling materials and other documentation required for meetings eg agendas, minutes. Providing proactive calendar (room booking) management, coordinating travel arrangements (visa & accommodation arrangements) and logistics for meetings. Preparing requisitions, payment requests & expense reports for signature, and managing the office supplies and equipment ensuring timely replenishment. Maintaining accurate records of expenses and petty cash; ensuring proper filing and documentation systems; Standing in for front-desk coverage including answering and transferring calls, greeting visitors, and handling courier and mailing services as and when required. Assisting in ad hoc administrative and operational projects as assigned by management. Degree holder in Business Administration/Management or other relevant disciplines, with 1-2 years’ experience in administrative and/or front-desk duties, preferably in a professional and/or international organization; (those with a lesser qualification but with more experience may also be considered) Proficient with Microsoft suite including Word, Excel, Powerpoint and Outlook. Good spoken English & Putonghua, and written English. Strong communication and interpersonal skills, with the ability to interact effectively with colleagues, customers or stakeholders at all levels and of different nationalities. A keen eye for detail and able to work accurately, efficiently and independently. Well-organized with the ability to prioritise tasks, working under pressure and agreed timelines. Has a proactive, adaptable approach to work and can demonstrate a logical approach to problem solving. Discreet and trustworthy in handling confidential information and sensitive documents. #J-18808-Ljbffr

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