Office Administrator

Major Duties Performed (Main Functions) 主要职责:

Reception Administration

• To provide reception support to overseas / domestic visitor.Greet and direct all visitors in a high standard of professional and courteous manner.
• To maintain the office entrance security in checking non-staff or stranger from entering the office and to control visitors access at the reception by following company's procedures.
• To handle and deliver messagesfrom callers to recipient including but not limited to email and Whatsapp / WeChat.
• To manage incoming / outgoing mails and overseas/ local courier and update Hong Kong Office communication list.

General Office Administration

• To maintain office health and safety process including office hygiene process and fire safety precautions.
• To avoid shortage of office supply and perform purchase requisition according to the company's policy including recommendation to management on the evaluation of current and potential suppliers.
• To deliver client's enquiry / PO request to Sales Department or Customer Support within 24 hours upon receipt of the request and highlight the submission deadline.  (i.e. Check E-Mails @info-hk; Check E-Fax and distribute to appropriate colleagues)
• To complete settlement for all office administrative expenses monthly and/or yearlyby the OA System.  (i.e. Rental + Management Fees; SF Express Expenses; AON Insurance Settlement, etc.)

General HR support

• To arrange administrative support to new staff, including installation for desktop or laptop, company access card, business card.
• To arrange for Group Medical Plan and MPF Member Enrolment and coordinate with Shanghai HR Department for new staff.
• To obtain Resignation Notice from Shanghai HR Department of the resignation staff including name, position & last working date.  Arrange Group Medical Insurance Termination Application Form and MPF at last working week with HR Department – C&B Supervisor.
• To arrange for Employee Exit Checklist for resignation staff and collect company mobile phone, access card, notebook computer, VPN Token, Prudential Medical Card, Drawer Key, Front Door Key, etc.

Ad hoc tasks assigned by the Management

• To assist in fixed asset purchase. For example, we have purchased new air purifiers due to Coronavirus and a new steam oven to replace the old one which was found to be malfunction.
• Asist Sales Reps on handling some urgent CRM Quote if needed, A/R follow up, etc.
• Other tasks upon request.
• To perform other ad-hoc projects as assigned by Office Manager. For example, to coordinate Welcoming lunch for a new colleague, birthday cake for celebrating staff's birthday; lunch gathering for Mid-Autumn Festival; Christmas Party gifts budget and lunch arrangement etc.