Admin & Operation Officer (25-30K)

Match Pacific Recruitment Consultancy; Hong Kong; On-site; HKD 180,000 - 280,000; Full time

Benefits offered by this job

None

Job summary

Match Pacific Recruitment Consultancy seeks an Administration & Operations Officer for a newly established Hong Kong office. The role covers office administration, trading operations, business coordination and executive support, reporting to the MD and liaising with China HQ.

The ideal candidate will start from scratch, work independently, and coordinate with service providers, banks and customers to enable seamless startup and ongoing operations.

Qualifications

• Minimum 5 years of relevant experience in administration, operations or sales support.
• Experience in trading, import/export, office setup or cross-border business is a plus.
• Excellent English and Chinese (Mandarin) both written and spoken; Cantonese is a plus.
• Strong organizational, coordination and multitasking abilities.

Responsibilities

• Assist in setting up and running the Hong Kong office, including sourcing, leasing, renovation and equipment.
• Handle day-to-day office administration and operational matters.
• Coordinate with banks, accounting firms, insurers, telecoms and IT vendors.
• Develop and implement administrative procedures and internal processes.
• Manage purchasing, payments, contracts, filing and vendor coordination.
• Support daily trading activities and order coordination with global customers.
• Act as liaison with China HQ, overseas customers and partners.
• Assist Managing Director with relocation, travel, accommodation and visa matters.

Skills

Office administration

Business coordination

Executive support

Trading operations

Education

Higher Diploma / Associate degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

We are reprsenting a Chinese-based company which is expanding its business presence into Hong Kong and is looking for a proactive and well-organized Administration & Operations Officer to support the establishment and ongoing operations of its Hong Kong office.

This is a hands-on and diverse role covering office administration, trading operations, business coordination and executive support. The successful candidate will work closely with the China headquarters, global customers, business partners and external service providers.

As this is a newly established Hong Kong operation, the successful candidate should be comfortable starting from scratch and working independently without close supervision. You should be hands-on, resourceful and capable of taking ownership of administrative and operational matters from setup through to execution.

Key Responsibilities:

Office Administration & Operations

Support the setup of the Hong Kong office, including office sourcing, leasing, renovation, equipment, utilities and related arrangements.

Handle daily office administration and operational matters.

Liaise with banks, accounting firms, company secretarial firms, insurance companies, telecom providers, IT vendors and other service providers.

Assist in establishing administrative procedures and internal processes.

Handle purchasing, payment requests, contracts, filing and vendor coordination.

Trading & Business Operations

Support daily trading activities and order coordination with global customers.

Liaise with the China headquarters, overseas customers, suppliers, logistics providers and other business partners.

Follow up on customer orders, import/export documentation, shipping arrangements, invoices, payments and other trade-related documents.

Handle customer enquiries and ensure timely follow-up of operational matters.

Executive & Relocation Support

Assist with the Managing Director's relocation from Mainland China to Hong Kong.

Coordinate accommodation, banking, insurance, transportation, telecommunications and other practical arrangements.

Liaise with professional service providers on visa, immigration and relocation-related matters where required.

Arrange business travel, meetings, hotels and transportation.

Provide general administrative and operational support to the Managing Director.

External Coordination & Ad Hoc Support

Act as a key coordination point between the China headquarters and local Hong Kong service providers.

Support various projects relating to the establishment and ongoing operation of the Hong Kong business.

Handle ad hoc assignments as required by the Managing Director.

Requirements:

High Diploma / Associate Degree or above

Minimum 5 years of relevant experience in administration, operations, office admin, sales support

Experience in trading, import/export, office setup or cross-border business is an advantage.

Familiar with general office administration and the Hong Kong business environment.

Good command of written and spoken English and Chinese, with fluent Mandarin; Cantonese is an advantage.

Proficient in Microsoft Word, Excel, PowerPoint and Outlook.

Well-organized, detail-minded and able to handle multiple priorities.

Self-discipline, Proactive, resourceful and hands-on with the ability to work independently.

Strong communication, coordination and problem-solving skills.

Comfortable working in a newly established and evolving business environment.

Mature, reliable and able to handle confidential information with discretion.