1. Receipt and Distribution of Correspondence and Calls:
Receiving, registering, sorting, and distributing incoming correspondence (mail, courier deliveries).
Sending outgoing correspondence.
Answering incoming phone calls, transferring calls, and taking messages.
Assisting callers with general inquiries.
2. Workspace Organization and Office Operations:
Maintaining office order and cleanliness.
Ordering and monitoring stock levels of office supplies and consumables (paper, printer cartridges, water, tea/coffee, etc.).
Liaising with service providers (cleaning services, courier companies, water suppliers, etc.).
Monitoring the functionality of office equipment (printers, scanners, fax machines, coffee machines) and arranging for timely repairs.
Ensuring the availability and good condition of office furniture.
Potentially, organizing office signage and wayfinding systems.
3. Providing Administrative Support:
Planning and organizing meetings, conferences, and negotiations (booking meeting rooms, preparing equipment, scheduling appointments).
Preparing documents for meetings (printing, scanning, copying).
Taking meeting minutes (as required).
Arranging employee business trips (booking tickets and hotels, processing travel documentation).
Managing office records (creating, registering, storing, and archiving documents).
Working with client/partner databases (as required).
4. Welcoming Visitors:
Greeting and welcoming office visitors.
Notifying employees of guest arrivals.
Offering refreshments and ensuring a comfortable waiting environment.
Controlling visitor access to the office.
5. Additional Duties (May Apply):
Assisting with the organization of corporate events. Support for the HR Department (e.g., assisting with the preparation of employment orders).
Management of the company’s social media accounts (as agreed upon).
Organization and coordination of junior office staff (couriers, cleaning personnel).
Execution of tasks assigned by management.
Key Skills and Qualities
Excellent communication skills (both oral and written).
Organization, responsibility, and attention to detail.
Ability to multitask effectively.
Stress resilience.
Friendliness and courtesy.
Proficiency in using a PC (MS Office: Word, Excel, Outlook).
Knowledge of basic office administration and document management procedures.
*the job may be mobile (pick up a package, arrange something outside the office, etc.)
English language proficiency sufficient for communicating with international partners and handling correspondence. We are looking for a candidate with relevant work experience of at least one year. Or a person who has worked since the very first day of the office. They have organized the office since its opening, setting up all the processes.
flexible working hours.
Sinder KAUR
Office No 26, 10/F, Beverley Commercial Centre, 87-105 Chatham Road South, Tsim Sha Tsui, Kowloon, Hong Kong
Hong KongEmail:[email protected]
Phone:96334292
Fax: