Administrative Assistant

Requisition ID 2024-14654
# of Openings
1
Job Location(s)
North Point Hong Kong
Travel
Less than 10%
Education
Associate's Degree/Diploma, Bachelor's Degree, Secondary/High School Diploma/GED
Position Type
Full Time
Category
Administrative/Clerical

Overview

Reporting to the General Manager, Hong Kong, this position is responsible for providing support to the management team and employees, assisting in the daily office needs and managing our office’s general administrative activities to ensure efficient operations, and maintain an effective communication with both internal and external stakeholders.

Responsibilities

1. Answer and direct phone calls, provide email correspondence to inquiries. Checking, collecting and distributing incoming mails and couriers. Organizing, arranging collection, preparing invoice and delivery note for outgoing mails and couriers.
2. Assist senior executives to manage their calendars, schedules meetings, arrange travel and expense reporting.
3. Price comparison, quotation, ordering and arranging office stationery, equipments and supplies.
4. Maintain the tidiness and cleanliness of the office and pantry area. Ensuring the pantry items are ordered and stocked as necessary.
5. Monitor the office administration expenditure, provide suggestions to cost saving and service advancement wherever applicable. Handling filing task for the departments, both physically and electronically.
6. Assist General Manager in preparing relevant reports periodically and update the office notice & guidelines as required.
7. Assist General Manager in office relocations, renovations, repair and maintenance tasks.
8. Assist General Manager in organizing and arranging company activities and events, such as employee meetings, CSR activities, wellbeing activities, etc.
9. Providing administrative support to Customer Service and Delivery team, such as preparing and mailing of invoices to customers on a timely manner; address and resolve customer inquiries on billing and invoices.
10. Providing support to Finance team, such as checks banking, assist with basic financial record keeping and reconciliation tasks, and company registration and certificates renewal / update.
11. Providing administrative support to Human Resources Department, such as attendance report preparation, setting up work stations for new employees, etc.
12 Supporting the Event team in ordering and preparing catering for meetings and events
13. Other ad hoc projects and tasks as assigned by the company and manager.

14. Have a sound understanding of, and comply with, the COOK Code of Conduct and Company Compliance requirements.

Qualifications

1. Diploma or above in Office Administration or any other related discipline.
2. Hands on experience as an administrative assistant or in a similar role.
3. Fluent in English and Mandarin, both spoken and written.
4. Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
5. Good communication, organizational and interpersonal skills. Able to working independently with limited supervision, ability to handle multitasks and meet deadlines.

6. Analytical approach to problem solving with innovative thinking
7. Be flexible, initiative and enthusiastic to the daily tasks.
5. Effective interpersonal skills including listening, verbal and written communication skills.
6. Ability to work effectively in a team environment.
7. Ability to interact effectively with internal and external stakeholders at all levels and functions across the business.
8. Ability to follow instructions and take direction.

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