Junior Associate, Office Administration

Lalamove; Brussel Hoofdstad; On-site; EUR 19,000 - 27,000; Full time

Job summary

Lalamove is seeking a Junior Associate, Office Administration to manage the Hong Kong office operations, greet visitors, handle mail and phone inquiries, and coordinate travel and events. The role requires a university degree and 1–2 years of hands-on office experience in a fast-paced setting.

Strong Cantonese and English communication is essential, with Mandarin a plus. You will work closely with the People Team to maintain facilities, manage vendors, and support internal leadership meetings

Qualifications

• Diploma or Bachelor's degree in Business Administration, Hospitality, Human Resources, or related discipline.
• Minimum 1–2 years hands-on experience in office administration, reception, or facilities support (fast-paced corporate or tech environment).
• Excellent interpersonal, verbal, and written communication in Cantonese and English; Mandarin is a plus.
• Strong multi-tasking with attention to detail and ability to prioritise operational tasks.
• Enthusiastic, proactive attitude with a focus on delivering high-quality service to staff and visitors.
• Tech-savvy with MS Office / Google Workspace; quick learner of travel booking platforms.

Responsibilities

• Greet visitors and provide a professional front-of-house experience.
• Manage mail, couriers, and central office correspondence.
• Coordinate phone inquiries and general office communications.
• Maintain daily office operations with facilities team; keep areas organized and functional.
• Monitor inventory and ordering of office supplies and pantry provisions.
• Manage seating plans, space for new joiners, and moves.
• Oversee vendor management, quotes, and contract renewals.
• Support travel bookings, events, and internal leadership meetings.

Skills

English & Cantonese

Organizational agility

Customer service mindset

Proactivity & ownership

Teamwork & engagement

Operational excellence

Education

Diploma or Bachelor's degree in Business Administration, Hospitality, Human Resources, or related discipline

Tools

Microsoft Office

Google Workspace

Job description

Company Intro

Lalamove is disrupting the logistics industry by connecting customers and drivers directly through our technology. As a leading global on-demand delivery platform with millions of delivery partners serving millions of orders daily, we have reached decacorn status and continue to scale rapidly across global markets.

Our People team builds high-impact, scalable frameworks to support this explosive growth and cultivate an engaging office culture. We are seeking an energetic, proactive Junior Associate, Office Administration to manage our Hong Kong functional office operations. In this role, you will be the face of Lalamove for visitors and employees alike, ensuring seamless daily facility operations, administrative workflows, and vibrant employee engagement activities.

What You’ll Do

Reception & Front-of-House Experience

• Warmly greet all visitors, guests, and candidates, ensuring a professional and welcoming front-of-house experience.

• Manage incoming and outgoing mail, courier parcels, and distribution across departments.

• Professional management and routing of central phone inquiries and general office correspondence.

Office Operations & Facilities Management

• Work with facilities team to maintain smooth daily office operations, keeping communal and workspace areas organized, clean, and fully operational.

• Monitor and manage inventory and ordering for office supplies, stationery, and pantry provisions.

• Manage seating plans, desk allocations, and space coordination for new joiners and team moves.

• Oversee workplace maintenance tasks, addressing facility issues and reporting repairs promptly.

Vendor Management & Financial Support

• Manage external workplace vendors (e.g., cleaning services, plant maintenance, courier providers) by monitoring service performance, reviewing quotations, and assisting with contract renewals.

• Support financial administration including payment status tracking, invoice processing, and petty cash management in compliance with internal controls.

Travel Coordination & Event Support

• Utilize the corporate Business Travel Platform to seamlessly coordinate flight bookings, hotel accommodations, and related travel logistics in strict adherence to company travel policies.

• Assist in organizing key internal leadership meetings and conferences (e.g., Board Meetings, Director Conferences, Annual Meetings, People Forums).

• Collab on internal employee engagement initiatives, assisting in the planning and execution of Happy Friday, Lunch & Learns, monthly townhalls, and seasonal company events.

What You’ll Need

• Education & Experience: Diploma or Bachelor’s degree in Business Administration, Hospitality, Human Resources, or a related discipline. Minimum 1–2 years of hands‑on experience in office administration, reception, or facilities support (preferably within a fast‑paced corporate or tech environment).

• Communication Skills: Excellent interpersonal, verbal, and written communication skills in Cantonese and English; Mandarin is a plus.

• Organizational Agility: Strong multi‑tasking skills with high attention to detail, accuracy in invoice handling, and ability to prioritize competing operational tasks.

• Customer Service Mindset: Enthusiastic, approachable, and proactive attitude with a strong desire to deliver high-quality service to internal employees and external visitors.

• Tech Literacy: Tech‑savvy and proficient in Microsoft Office / Google Workspace, with the ability to quickly learn digital platforms such as corporate travel booking tools.

Competencies

• Operational Excellence: Sharp focus on detail, maintaining structured administrative workflows, and ensuring smooth day‑to‑day office functions.

• Customer-Centric Approach: Dedicated to providing exceptional support and creating an inviting environment for staff and guests.

• Proactivity & Ownership: Takes initiative to solve day‑to‑day workplace issues and assist colleagues without needing constant supervision.

• Teamwork & Engagement: Highly collaborative personality with a genuine passion for bringing team members together through workplace engagement activities.