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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 operational efficiency of Hill's Hong Kong Office, encompassing a variety of services to ensure seamless functionality. The position also entails providing vital support to the General Manager and facilitating Human Resources activities, alongside daily administrative tasks for the Hill's Asia team.

Key Responsibilities
1. Office Management (40%)
● Collaborate with travel agencies to arrange travel logistics including flights, accommodations, and visa processing.
● Oversee corporate credit card management and verify travel and expense claims.
● Coordinate with telecommunications providers for mobile services and billing.
● Maintain regional commercial and meeting schedules.
● Manage office supplies, employee storage, courier services, and business card requests.
● Process and manage office-related expenditures.
● Update and maintain contact and document storage lists.
● Handle invoice processing and initiate office-related purchase orders.
● Facilitate vendor onboarding as part of the master data management process.
● Track and process claims for distributor damages.
● Organize filing and support for quarterly and annual distributor agreements.
● Coordinate safety, health, and business continuity measures, including fire drills and emergency alerts.

2. Event Coordination and Communication (20%)
Assist in the planning and execution of organizational events and activities, including:
● Annual celebrations, leadership reviews, and workshops.
● Engagement initiatives such as wellness programs, diversity and inclusion efforts, and team celebrations.
● Support the marketing team in organizing commercial activities.
● Facilitate regional town hall meetings and associated communications.
● Prepare communication materials, including videos and emails for the region.

3. Human Resources Support (20%)
● Assist in managing employee benefits, including health insurance and retirement plans.
● Support recruitment and onboarding processes, including equipment setup and documentation.
● Facilitate employee exit processes and terminations.
● Coordinate training programs and workshops.

4. General Manager Support (15%)
● Provide executive assistance to the General Manager, including calendar management, document coordination, travel arrangements, and expense claims.

5. Additional Responsibilities (5%)
● Ensure a tidy and productive office environment.
● Undertake ad-hoc duties or project involvement as assigned.

Qualifications
● Bachelor's Degree required.
● 2-3 years of experience in office coordination or executive assistance, preferably in a multinational environment.
● Experience in the FMCG sector is advantageous.
● Proficient in English (both oral and written); proficiency in an additional Asian language is a plus.

Skills and Competencies
● Proficient in digital tools, particularly Google applications, with a willingness to learn proprietary software.
● Strong interpersonal and communication skills, capable of engaging with various organizational levels and external partners.
● Initiative-driven with a focus on process improvement.
● High standards of integrity and confidentiality.
● Proven ability to manage multiple priorities and stakeholders effectively.
● Commitment to continuous learning and professional development.
● Team-oriented with project management capabilities.

Travel Requirements
Expected travel: Up to 5%.