Office Manager

Hong Kong - Hong Kong
Published: December 07, 2017
Job Responsibilities,

Overall office Management, ensuring good working environment and the smooth running of the HK office, including and not limited to the below:

1. Provide office administrative support to the Hong Kong based staff.
2. Negotiate the rent rate & contract terms for office and warehouse, re-location/renovation the office if need.
3. Coordinate special events such as Annual Dinner in HK and China, office party, festival celebration and visitor travel.
4. Handle HK office legal documents update and registration, e.g. Company name change, office re-location, business license. Companies Secretary A/R, minutes filing and send copies to our Company Secretary and Legal in CPH.
5. Responsible for maintenance/control of stock including equipment, printers, security alarm, access card, telephone system, server room, mobile phone, canteen, stationary, emergency lighting, fire extinguisher, water dispenser and etc.
6. Arrange HK/China car transportation for senior management.
7. Warehouse maintenance.
8. Arrange the relief of Cleaning Amah when she takes leaves, need to clean the pantry/cups if no tea lady is available.
9. Book Overseas Hotel for HK staffs for Business travel and book HK Hotel for visitors or customers when they are travelling aboard. Renew contract for Hotels in HK & Sheraton Hotel in Global.
10. Medical, Hospital & Travel Insurance claim for HK staffs & their dependents.
11. Import/Export Declaration send in/out HK office.
12. SF/DHL/FedEx courier records control and rate negotiate. Ensure the materials and AWB have stock in office. Check and attach the AWB on invoices and send to Finance for payment
13. Incoming/Outgoing parcel/documents dispatch.
14. Company access card & all keys control.
15. Name card, letter-head paper, label & envelopes printing.
16. Office touch-up, carpet cleaning and air-conditioners maintenance need to do in non-office hours.
17. First notification person on security alarm and check who makes the false alarm. Be responsible to come back to office reset the alarm within 20 minutes if nobody report the fault non-office hours.
18. To act as receptionist to open the door and telephone enquiries.
19. Keep office clean & tidy.
20. Undertake general office/other ad hoc duties assigned by Immediate Supervisor.
21. Provide local support to HR, including but not limited to conduct the new employee onboarding, local orientation, employee separation, annual leave system maintenance, insurance enrollment, etc.
22. As local Finance support for shared finance center, including but not limited to proceed check related work. Liaison with our bank and company secretary etc.; Collect employees¡¯ monthly expense claim and vendor invoices that posted to HK office, and send to SZ office weekly; Prepare Budget for office expenses, and perform period overview and control in the coming year; Review office relevant spending and coordinate to get right approval if needed, etc.
23. Provide local support to IT and expatriate upon request.

Job Requirements,

1. Bachelor degree, perfectly major in admin related.
2. Over 5 years¡¯ solid admin experience perfectly working in Multi-National Corporation.
3. Good knowledge of PC applications, MS Word, Excel & PowerPoint.
4. Strong sense on service and cooperation, Team player, self-motivated, independent.
5. Customer-oriented attitude and problem solving mindset.
6. Good communication, good command of written and spoken English and Cantonese, mandarin is preferred.