Administrative Coordinator

The Hong Kong Association of the Order of Malta Limited; Hong Kong; On-site; HKD 180,000 - 240,000; Full time

Job summary

The Hong Kong Association of the Order of Malta Limited is seeking an Administrative Coordinator in Hong Kong to keep the organisation running smoothly. You will support meetings, membership, HR tasks, insurance, and daily operations, working closely with senior leadership.

You will handle data management, communications, and coordination across teams, ensuring compliance and a warm, collaborative approach to teamwork. This role offers diverse daily tasks within a charitable organisation.

Qualifications

• Strong organisational skills with attention to detail.
• Comfortable working with databases and email tools.
• Discreet handling of sensitive information.
• Proactive, collaborative team player with initiative.
• Clear written and spoken communication.

Responsibilities

• Coordinate meetings — schedule, agendas, minutes.
• Manage membership database — renewals, reminders, payments.
• Distribute newsletters and event invitations.
• Support HR processes — postings, onboarding, records.
• Oversee insurance policies and records.
• Manage inventory and stock levels.
• Provide general admin support and assist fundraising.
• Assist the President with day-to-day tasks.

Skills

Organisational skills

Attention to detail

Database proficiency

Written and verbal communication

Team player

Education

Relevant secretarial/administrative qualification

Tools

Email

Video conferencing

Shared drives

Job description

We're looking for an Administrative Coordinator to keep the heart of our organisation running smoothly — from meetings and membership to HR, insurance and everything in between. You'll work closely with our President, Secretary General and Office Bearers, and no two days will look quite the same.

Key responsibilities

• Coordinate Council meetings — schedule sessions, prepare agendas, and record and circulate clear minutes.
• Manage our membership database: data entry, renewals, reminders, payments, and data-protection compliance.
• Keep members connected through newsletters, updates and event invitations.
• Support HR from end to end — posting roles, onboarding new hires, and maintaining employee records.
• Oversee insurance policies, renewals and records to keep the organisation well covered.
• Look after inventory — uniforms, corporate gifts and promotional items — including stock-taking and reorders.
• Provide general administrative support, manage shared inboxes and collaboration tools, and lend a hand to the Fundraising Committee.
• Assist the President with day-to‑day tasks.

About you

• Strong organisational skills and a sharp eye for detail.
• Confident with databases, email and collaboration tools (video conferencing, shared drives).
• A discreet, trustworthy approach to handling sensitive information.
• A warm, collaborative team player who takes initiative.
• Clear written and spoken communication.

About us

Hong Kong Association of the Order of Malta (HKAOM) is a Catholic charitable organisation serving those in need across Hong Kong.