Administration Officer

Computershare Hong Kong Investor Services Limited; Hong Kong; On-site; HKD 300,000 - 420,000; Full time

Benefits offered by this job

Flexible work options

Health and wellbeing rewards

Employee share purchase plan

Team events and activities

Career hub access

Job summary

Computershare Hong Kong Investor Services Limited is seeking an office-based Facilities Administrator to support the Facilities Manager in delivering day-to-day office operations and workplace services. You will handle access control, visitor management, vendor coordination, PO and invoice processing, and ESG data collection, while coordinating internal projects, meetings, and VIP visits.

The role demands organized, proactive, service-oriented individuals who can manage multiple priorities and

Qualifications

• Minimum 3 years of experience in office administration or facilities coordination.
• Demonstrated experience delivering high-quality customer service.
• Strong organizational and problem-solving abilities with multitasking.
• Excellent written and verbal communication skills.

Responsibilities

• Manage access control administration, including employee access cards and visitor management.
• Coordinate and maintain contractor, consultant, landlord, and vendor records.
• Conduct workplace inspections and support facilities maintenance activities as assigned.
• Process purchase orders, invoices, and related administrative documentation.
• Maintain accurate facilities records, reports, and data.
• Assist with collection, tracking, and reporting of ESG data.
• Coordinate meeting room bookings and room setup requirements.
• Arrange catering and logistical support for internal meetings and events.
• Support VIP visits, client events, and business functions.
• Perform other administrative and operational duties as required.
• Support ad hoc projects and tasks assigned by the Facilities Manager.

Skills

Office administration

Facilities coordination

Customer service

Organizational skills

Communication skills

Attention to detail

Health & safety knowledge

Independent work

Collaboration

Tools

Microsoft Office Suite

Job description

Computershare Hong Kong Investor Services Limited View all jobs

In this office-based position you’ll experience a supportive approach to your wellbeing and continuous learning opportunities in our friendly and inclusive workplace. Find out more at computershare.com/flex.

We give you a world of potential

Computershare is a global financial administration company, employing over 12,000 people around the world. We provide services in over 20 countries to more than 16,000 clients and 75 million customers.

Within the Facilities team we manage the property, facilities and health & safety for all our colleagues, contractors, third party suppliers and clients on UCI premises.

A role you will love

This is a full-time, on-site role supporting the Facilities Manager in the delivery of facilities administration and workplace services. The role is responsible for ensuring the smooth day-to-day operation of the office, providing excellent customer service, managing access control and visitor administration, and maintaining a safe, secure, and well-presented workplace environment.

You will support facilities operations through vendor and contractor administration, purchase order and invoice processing, workplace inspections, and general office support. The role also assists with the coordination of internal projects, corporate events, Board Meetings, and VIP visits, while supporting the collection and reporting of ESG and other facilities-related data.

The successful candidate will be highly organized, proactive, and service-oriented, with the ability to effectively manage multiple priorities and build strong relationships with internal and external stakeholders.

Some other key accountabilities will include:

• Manage access control administration, including employee access cards and visitor management
• Coordinate and maintain contractor, consultant, landlord, and vendor records
• Conduct workplace inspections and support facilities maintenance activities as assigned
• Process purchase orders, invoices, and related administrative documentation
• Maintain accurate facilities records, reports, and data
• Assist with the collection, tracking, and reporting of ESG (Environmental, Social, and Governance) data
• Coordinate meeting room bookings and room setup requirements, liaising with relevant stakeholders where required
• Arrange catering and provide logistical support for internal meetings and events
• Support the planning and execution of VIP visits, client events, and business functions
• Perform other administrative and operational duties as required
• Support ad hoc projects and tasks assigned by the Facilities Manager

What will you bring to the role?

• Minimum 3 years of experience in office administration, facilities coordination, workplace services, or a similar role
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Knowledge of facilities management and office administration practices
• Excellent organizational and problem-solving skills with the ability to manage multiple competing priorities
• Strong interpersonal, customer service, and communication skills, both written and verbal
• High attention to detail with a proactive and professional approach
• Good understanding of workplace health, safety, and security requirements
• Experience working within a commercial office environment
• Ability to work independently while collaborating effectively with a broader team
• Valid First Aid Certificate holder is highly preferred

Rewards designed for you

• Flexible work to help you find the best balance between work and lifestyle.
• Health and wellbeing rewards that can be tailored to support you and your family.
• Invest in our business by setting aside salary to purchase shares in our company, and you’ll receive a company contribution as well.
• Extra rewards ranging from recognition awards and team get togethers to helping you invest in your future.
• And more. Ours is a welcoming and close-knit community, with experienced colleagues ready to help you grow. Our careers hub will help you find out more about our rewards and life at Computershare, visit computershare.com/careershub.

A company to be proud of

We're a global leader in financial administration with over 11,000 employees across more than 22 different countries. At Computershare, it’s more than just a job, our open and inclusive culture means that we will help you to grow, to move forward and make the most of our world of opportunities.

Fairness and culture

We want to provide you with the opportunity to succeed on your own merits, starting from the application process and continuing throughout your career with us. Our goal is to create an environment where everyone feels valued, to remove barriers and obstacles and ensure equal opportunities for all. For support with accommodations or adjustments during our recruitment process please visit computershare.com/accessfor for further information.