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Administrative Coordinator for Global Teams

7 days ago

Hong Kong, Central and Western District, Hong Kong SAR China Ares Management Corporation Full time
Job Description
  • Meetings & Calendaring
    • Coordinate and schedule internal and external meetings, utilizing Outlook and Zoom on behalf of supported professionals, including arranging catering and document distribution.
    • Prioritize calendar items, inform professionals of meeting changes, and ensure they remain on schedule throughout the day.
    • Schedule meetings and conference rooms as necessary using Ares protocol.
  • Travel & Expenses
    • Coordinate domestic and international travel, manage payments, and maintain real-time tracking of meeting and itinerary changes.
    • Maintain current passports and necessary visas.
    • Compose detailed itineraries for travel and key meetings, print boarding passes, and check-in professionals for their flights.
    • Track flights to ensure timely departures and no cancellations.
    • Organize and create cash and AMEX expense reports using Concur.
  • Daily & Ongoing
    • Coordinate travel for global managers to destinations in Asia, compose detailed itineraries, and coordinate professional stays and local transportation.
    • Maintain document filing electronically and hard copy files in an organized, timely manner.
    • Assist with office event logistics and coordination as needed.
    • Ad-hoc projects assigned by the team.
    • Register professionals for conferences and networking events in a timely manner.
    • RSVP to events on behalf of professionals.
    • Provide backup support to other administrative team members during phone group sessions or when they are out.
    • Coordinate mailings (USPS and FedEx) and assist team members as needed.
    • Miscellaneous projects and support leveraging for professionals, including event management requiring occasional travel.
    • Serve as secondary support/overlap for other EAs when needed.
  • Facilities Component
    • Ensure routine operations from a facilities standpoint are functioning efficiently in Hong Kong.
    • Ensure adherence to proper desk setups for new hires and guests, ensuring required items are in place.
    • Ensure employee photograph sessions for new joiners.
    • Authorize operational expenses for Facilities, overseeing local Ares Asia office invoices as an L1 approver.
    • Allocate team member seating in collaboration with local leadership.
    • Administer Ares Maps for local offices supporting APAC Regional Facilities Manager.
    • Administer Brivo Access control for local offices supporting APAC Regional Facilities Manager.
    • Ensure adherence to employee onboarding and off-boarding processes from a facilities standpoint for Ares Asia regional offices.
    • Close onboarding and off-boarding tickets for Ares Asia local offices.
    • Timely renewal of Ares Asia offices' services contracts, working with APAC Regional Facilities Manager.