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Office Administration and HR Coordinator

2 months ago

Hong Kong, Central and Western District, Hong Kong SAR China Hill's Pet Nutrition Full time

Position Overview
This role is pivotal in overseeing the operations of Hill's Hong Kong Office, ensuring a seamless workflow through effective management of various services.

Key Responsibilities
1. Office Management (40%)
• Facilitate travel arrangements including flights, accommodations, and visa processing.
• Oversee corporate credit card management and review travel and expense claims.
• Coordinate with mobile service providers for connectivity solutions.
• Maintain regional calendars for meetings and commercial activities.
• Manage office supplies, employee storage, courier services, and business card requests.
• Process office-related expenditures and maintain documentation.
• Handle vendor setup and invoice processing through the appropriate systems.
• Track and manage distributor claims and agreements.
• Organize security and health-related activities, including emergency drills.

2. Event Coordination and Communication (20%)
• Assist in planning and executing company events such as annual celebrations and workshops.
• Support engagement initiatives including diversity and inclusion activities.
• Collaborate with marketing teams to coordinate commercial events.
• Organize town hall meetings and manage related communications.
• Create and distribute communication materials for the region.

3. Human Resources Support (20%)
• Assist in the administration of employee benefits programs.
• Support recruitment and onboarding processes, including preparation of necessary materials.
• Facilitate the exit process for departing employees.
• Coordinate training programs and workshops.

4. Executive Support (15%)
• Provide executive assistance to the General Manager, including calendar management and document preparation.

5. Additional Responsibilities (5%)
• Maintain a productive office environment.
• Undertake ad-hoc projects as assigned.

Qualifications
• Bachelor's Degree required.
• 2-3 years of experience in office coordination or executive assistance, preferably in a multinational setting.
• Experience in the FMCG sector is advantageous.
• Proficient in English, with additional Asian language skills preferred.

Skills and Competencies
• Proficient in digital tools and adaptable to new software.
• Strong communication and relationship-building skills.
• Initiative-driven with a focus on process improvement.
• High level of integrity and confidentiality.
• Ability to manage multiple priorities effectively.

Travel Requirements
• Minimal travel expected, up to 5%.