Administrative/ Guest Relations

TALENT HUB ADVISORY LIMITED; Hong Kong; On-site; HKD 246,000 - 312,000; Full time

Job summary

W.Y. Lam & Co. Certified Public Accountants in Admiralty, HK, seeks an highly organized Administrative Coordinator for a 6-month full-time contract. You will manage travel, coordinate with premium vendors, and craft impeccable client communications.

The role requires strong administrative or event coordination experience, excellent written and verbal communication, and a knack for design-focused, polished schedules and emails.

Qualifications

• Proven experience in administrative, event coordination or executive support roles.
• Ability to handle complex travel arrangements and vendor management.
• Exceptional written and verbal communication with polished emails.
• Strong formatting and design eye for clean, professional documents.

Responsibilities

• Serve as primary contact for travel companies, hotels, and vendors; secure bookings, manage rooms, negotiate rates.
• Create and distribute detailed event schedules and travel itineraries for clients and VIPs.
• Draft and send well-scripted communications to clients, vendors and stakeholders.
• Maintain organized records of travel docs, dietary requirements, and special requests; provide ad-hoc support.

Skills

Administrative

Event coordination

Vendor management

Communication skills

Design formatting

MS Office

Google Workspace

Canva

Scheduling tools

Travel coordination

Tools

Canva

Itinerary software

Job description

We are seeking a highly organized, detail-oriented, and client-focused Administrative Coordinator to join our team for a 6-month full-time contract. In this role, you will play a critical part in supporting a major upcoming event by managing complex travel arrangements, coordinating with premium vendors, and ensuring our clients have a seamless and exceptional journey from start to finish. The ideal candidate is a logistics expert with an eye for design who takes pride in putting together beautifully formatted schedules and crafting impeccable, well-scripted communications.

Key responsibilities

Serve as the primary point of contact for travel companies, hotel partners, and transportation vendors. Secure bookings, manage room blocks, negotiate rates, and ensure all logistical details are flawlessly executed.

Create, update, and distribute beautifully formatted, intuitive, and highly detailed event schedules and travel itineraries for clients and VIPs.

Draft, proofread, and send well-scripted, articulate emails and updates to clients, vendors, and internal stakeholders. Maintain a professional, warm, and highly polished tone across all written correspondence.

Act as a supportive and proactive ambassador for the client experience. Anticipate needs, troubleshoot logistical hiccups behind the scenes, and ensure attendees feel fully supported leading up to and during the event.

Maintain organized records of travel documents, dietary requirements, and special requests. Assist with general event administration and ad-hoc logistical support as the event approaches.

About you

Proven experience in an administrative, event coordination, or executive support role, particularly with handling complex travel arrangements and vendor management.

Exceptional written and verbal communication skills. Ability to write clear, persuasive, and beautifully scripted emails.

A strong eye for formatting and design when creating documents. You know how to make a dense logistical schedule look clean, professional, and easy to read.

A background in hospitality, premium customer service, or VIP support is highly preferred.

Proficiency in Microsoft Office / Google Workspace, as well as experience with design or scheduling tools (e.g., Canva, specialized itinerary software) is a plus.

Ability to thrive in a fast-paced environment, manage moving parts, and handle last-minute travel changes with grace and efficiency.

A dynamic, engaging 6-month project where your organizational skills will directly impact the success of a high-profile event.

The opportunity to work closely with top-tier vendors and professionals.

W.Y. Lam & Co. Certified Public Accountants

Admiralty, Central and Western District, HK