Company: Our Client (A Leading Financial Institution)
Department: Administration
Reports to: Head of Administration & Facilities Management / Administration Manager
Role Summary
Our client is seeking a proactive, service-oriented Administration Assistant to join their team. The successful candidate will be responsible for managing front desk operations and providing comprehensive administrative support to ensure smooth daily office operations. This role dynamically combines reception duties with general administration support, catering to both frontline and backend administrative functions.
Key Responsibilities
- Reception & Front Desk Operations: Manage the front desk, greet visitors, handle enquiries, and serve beverages when required. Manage incoming calls, emails, and general correspondence while maintaining a tidy, professional reception area.
- Meeting Room & Office Coordination: Manage meeting room bookings and coordinate visitor access, meeting setups, and hospitality services.
- Mailroom & Logistics Management: Handle incoming and outgoing mail, courier services, and deliveries, while coordinating internal document distribution and logistics.
- Administrative Support & Procurement: Support the purchasing of office supplies, pantry items, and stationery. Assist in sourcing materials, obtaining quotations, maintaining inventory records, and replenishing stock.
- Facilities & Vendor Coordination: Assist in coordinating office repairs, maintenance, and cleaning services with vendors, following up on service requests to ensure timely resolution.
- Office Systems & Support: Provide basic support for office systems, including door access/security systems and desk/meeting room booking systems, while coordinating with users to resolve issues.
- Corporate Services & Events: Support corporate events, internal activities, and office functions by assisting in the preparation and coordination of logistics.
- General Administration & Ad Hoc Support: Handle name cards, printing matters, and office materials (e.g., letterhead, envelopes). Manage newspaper and periodical subscriptions, and perform other ad hoc duties and projects as assigned.
Key Requirements
- Degree holder in Business Administration or related disciplines.
- Preferably 2 years or above of relevant experience in reception and office administration; fresh graduates are welcome to apply.
- Presentable, professional, and customer service-oriented.
- Strong communication skills in English and Chinese (Cantonese and Mandarin). Familiar with Microsoft Office applications (Teams, Word, Excel, Outlook).
- Good organizational skills with the ability to multitask and prioritize effectively.
- Responsible, proactive, and willing to support both front desk and administrative duties.
- Experience working in financial institutions or sizable corporations is preferred.
