Our client is a renowned international sports and fashion brand with a strong presence across Asia Pacific. The company is recognized for its iconic products, innovative culture, and dynamic working environment. They are currently seeking an HR & Office Administration Executive to support workplace operations, office administration, and HR coordination functions.

Position Overview

This role is primarily focused on Office Administration and Workplace Management (approximately 80%), with additional responsibilities supporting HR operations and employee administration (20%).

The successful candidate will be responsible for managing daily office operations, facilities, vendor relationships, workplace projects, and employee support services. A key aspect of the role will involve supporting office renovation, relocation, workplace enhancement, and facilities improvement initiatives to ensure an efficient and engaging work environment.

Candidates with previous experience in office relocation, office renovation, workplace transformation, facilities coordination, or corporate office setup projects will be highly preferred.

Key Responsibilities

Office Administration & Workplace Management (80%)

• Oversee daily office operations to ensure a smooth, efficient, and professional workplace environment.
• Manage office facilities, equipment, meeting rooms, office supplies, and workplace services.
• Act as the primary contact for office-related matters and coordinate with building management, landlords, contractors, vendors, and service providers.
• Support and coordinate workplace projects, including:
  • Office relocations
  • Office renovations and fit-out projects
  • Workspace planning and reconfiguration
  • Facilities upgrades and workplace enhancements
• Assist in project planning, vendor selection, scheduling, budget monitoring, and project execution for office-related initiatives.
• Coordinate office move logistics, seating arrangements, workstation setup, and employee communications during relocation projects.
• Monitor office inventory and manage procurement of office equipment, supplies, furniture, and workplace resources.
• Coordinate preventive maintenance and repair works for office facilities and equipment.
• Manage service contracts and support the renewal of office leases, maintenance agreements, insurance policies, and vendor contracts.
• Ensure workplace health, safety, and compliance requirements are met.
• Handle employee enquiries related to workplace facilities, office services, and administration matters.
• Support business continuity planning and workplace contingency arrangements where required.
• Continuously identify opportunities to improve office efficiency, employee experience, and workplace services.

Human Resources Support (20%)

• Support day-to-day HR operations and employee administration activities.
• Maintain employee records, personnel files, and HR documentation with a high level of accuracy and confidentiality.
• Assist with onboarding and offboarding processes, including documentation, orientation arrangements, and system updates.
• Coordinate employee communications and HR-related administrative activities.
• Provide support for employee engagement initiatives, wellness programs, staff events, and internal meetings.
• Assist in HR projects and other people-related initiatives as assigned.
• Support general HR reporting, data management, and administrative tasks.

Vendor & Financial Administration

• Process invoices and ensure timely payments to office administration and HR-related vendors.
• Maintain accurate records of contracts, licenses, agreements, insurance policies, and vendor documentation.
• Support budgeting, cost tracking, and expenditure monitoring for office administration and facilities projects.
• Assist in preparing reports and documentation related to office operations and workplace projects.

Requirements

• Diploma or above in Business Administration, Facilities Management, Human Resources, Office Administration, or a related discipline.
• 1-3 years of experience in office administration, workplace management, facilities coordination, corporate services, HR administration, or a related field.
• This is an office administration-focused role; candidates with strong workplace management and facilities experience are highly preferred.
• Experience managing office facilities, vendor relationships, procurement, and workplace operations.
• Hands-on experience supporting office relocation, renovation, workplace setup, fit-out projects, or facilities enhancement initiatives will be considered a strong advantage.
• Strong project coordination and stakeholder management skills.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Proactive, resourceful, and able to work independently.
• Strong communication and interpersonal skills.
• Good command of English, Cantonese, and Mandarin.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.