Administrative & Office Coordinator

JAC Recruitment Pte. Ltd.; Hong Kong Island; On-site; HKD 200,000 - 320,000; Full time

Job summary

JAC Recruitment Pte. Ltd. is seeking an Administrative & Office Coordinator to join its founding Hong Kong team.

The role supports daily office operations, reception duties, visitor support, and general coordination to ensure smooth business activity across the HK office and with the Japan HQ. Ideal candidate will have 1–5 years in administration or office support, strong Cantonese and English, and proficiency in Microsoft Office.

Qualifications

• Diploma or Bachelor's degree preferred.
• 1 - 5 years of experience in administration, reception, office support, customer service, or related functions.
• Strong communication and interpersonal skills.
• Proactive, reliable, and well-organized personality.
• Ability to multitask and work independently.
• Proficiency in Microsoft Office applications.
• Business-level Cantonese and English are required; Japanese language skills would be advantageous.

Responsibilities

• Reception & Visitor Management: Welcome and assist visitors, manage calls/emails, schedule meeting rooms, ensure a professional guest experience.
• Office Administration: Handle daily administrative tasks, maintain office supplies, assist with document management and basic reporting, coordinate vendors.
• Coordination & Business Support: Liaise with HQ in Japan, assist in travel arrangements, schedule meetings, coordinate internal events and meetings.

Skills

Communication skills

Interpersonal skills

Multitasking

Organized

Independent work

Education

Diploma or Bachelor's degree

Tools

Microsoft Office

Job description

Reporting to:

Japan HQ / Group Management

Company Overview

Our client is a rapidly growing global healthcare group expanding its presence across Asia. As part of its continued international growth, the company is establishing a new office in Hong Kong and is seeking an Administrative & Office Coordinator to join its founding team.

Position Overview

The Administrative & Office Coordinator will play a key role in supporting the day-to-day operations of the Hong Kong office. Reporting to management in Hong Kong and collaborating closely with the headquarters in Japan, this position will be responsible for office administration, reception duties, visitor support, and general coordination activities to ensure the smooth operation of the business.

The successful candidate will have the opportunity to become one of the first members of the Hong Kong team and contribute directly to the company's growth in the region.

Key Responsibilities

Reception & Visitor Management

• Welcome and assist visitors, clients, and business partners
• Manage incoming calls, emails, and correspondence
• Schedule meeting rooms and coordinate visitor arrangements
• Ensure a professional and positive experience for guests

Office Administration

• Handle daily administrative and general affairs duties
• Maintain office supplies and coordinate purchases
• Support document management and filing
• Assist with invoice processing and basic administrative reporting
• Coordinate office vendors and service providers

Coordination & Business Support

• Liaise with headquarters in Japan regarding administrative matters
• Support management with scheduling and meeting arrangements
• Coordinate internal events and business meetings
• Assist in travel arrangements and logistics when required
• Provide operational support for the growing Hong Kong office

Requirements

• Diploma or Bachelor's degree preferred
• 1 - 5 years of experience in administration, reception, office support, customer service, or related functions
• Strong communication and interpersonal skills
• Proactive, reliable, and well-organized personality
• Ability to multitask and work independently
• Proficiency in Microsoft Office applications
• Business-level Cantonese and English are required, as the role will involve daily communication not only within the organization but also with customers, business partners, and stakeholders across the Hong Kong, Taiwan, and China markets.
• Japanese language skills would be advantageous

What's Attractive About This Opportunity?

• Join a newly established Hong Kong operation as a founding team member
• Exposure to both international and Japanese business environments
• Opportunity to work closely with senior management
• Stable and growing healthcare industry
• Potential to expand responsibilities as the business grows
• International career development opportunities within the group

Ideal Candidate Profile

This role is well suited for individuals with experience in office administration, reception, customer service, retail operations support, secretarial work, hospitality, or coordination functions who are looking to join a growing international organization and develop alongside the business as it expands in Hong Kong.

Keywords

Administration, General Affairs, Reception, Office Support, Office Coordinator, Executive Assistant, Secretary, Customer Service, Hospitality, Japanese Company, Healthcare Industry, Hong Kong.