Office Administration Associate

With a focus on supporting both internal stakeholders and external partners, this position provides a platform for you to showcase your expertise in administration while enjoying flexible working opportunities and ongoing training. You will be part of a collaborative team that values your attention to detail, interpersonal skills, and commitment to delivering exceptional service.

What you'll do:

• Oversee the company’s travel policy for Hong Kong in alignment with regional Asia guidelines, including processing travel approvals within policy limits and negotiating annual airline and hotel corporate rates.
• Work collaboratively with the Finance team to manage accounts payable processes, handle invoicing tasks, and ensure timely expense management for various departments.
• Maintain accurate inventory records for pantry supplies, office stationery, copiers, and other essential office resources to guarantee smooth daily operations.
• Support facilities management by coordinating office rental matters, handling billing expenses, and addressing any issues related to office maintenance or improvements.
• Assist in planning and executing company events such as annual dinners, social gatherings, drinks receptions, and CSR-related activities by providing reliable administrative support.
• Build positive relationships with team assistants, department heads, internal colleagues, and external vendors to foster effective communication and cooperation across all levels of the organisation.
• Ensure compliance with company policies in all administrative functions while maintaining meticulous attention to detail in documentation and reporting.
• Respond promptly to ad hoc requests from senior management or other departments regarding administrative matters or special projects as required.
• Contribute ideas for process improvements within the administration function to enhance efficiency and service quality throughout the organisation.

What you bring:

• Demonstrated experience of at least three years in administration or finance accounts payable roles within financial institutions or professional services firms is essential for success in this position.
• Exceptional English communication skills—both written and verbal—are required so you can interact effectively with colleagues at all levels as well as external partners.
• Advanced proficiency in Microsoft Excel is necessary for managing data accurately across travel approvals, expense reports, inventory tracking, and other administrative tasks.
• A proven track record of being accurate with numbers ensures reliability when processing invoices or managing budgets within tight deadlines.