Administrative Specialist

GLOBAL SAGE LIMITED; Hong Kong; On-site; HKD 201,000 - 357,000; Full time

Job summary

GLOBAL SAGE LIMITED is seeking an Administrative Specialist to oversee daily office operations and provide comprehensive administrative support, ensuring a smooth, productive office environment. The role involves coordinating facilities, maintaining filing systems, supporting billing, scheduling travel, and serving as the main point of contact for visitors and vendors.

Proficiency in Microsoft Office and strong discretion are required.

Qualifications

• 3–5 years of proven experience in office administration or executive support.
• Exceptional organizational and multi-tasking abilities with high attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and cloud tools.
• Strong communication and interpersonal skills with stakeholders at all levels.
• Ability to handle confidential information with discretion and integrity.

Responsibilities

• Manage daily office operations, including facility maintenance, tracking office supplies, and managing corporate vendors.
• Prepare routine administrative reports and maintain accurate filing systems.
• Support basic billing and expense reconciliation processes, coordinating with the finance team to ensure timely invoice processing.
• Coordinate internal and external schedules, arrange business travel logistics, and assist in organizing corporate events or meetings.
• Act as the central point of contact for office visitors, phone inquiries, and incoming/outgoing couriers.

Skills

Office organization

Executive support

Multi-tasking

Attention to detail

Communication skills

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Cloud productivity tools

Job description

We are seeking a highly organized and proactive Administrative Specialist to oversee daily office operations and provide comprehensive administrative support. The successful candidate will ensure a smooth, efficient, and productive office environment.

Key Responsibilities

Manage daily office operations, including coordinating facility maintenance, tracking office supplies, and managing corporate vendors.

Handle corporate documentation, maintain accurate filing systems, and prepare routine administrative reports.

Support basic billing and expense reconciliation processes, coordinating with the finance team to ensure timely invoice processing.

Coordinate internal and external schedules, arrange business travel logistics, and assist in organizing corporate events or meetings.

Act as the central point of contact for office visitors, phone inquiries, and incoming/outgoing couriers.

Qualifications and Skills

A minimum of 3-5 years of proven experience in office administration, executive support, or operations management.

Exceptional organizational skills with strong multi-tasking capabilities and high attention to detail.

High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other cloud-based productivity tools.

Strong communication and interpersonal skills, with the ability to interface professionally with stakeholders at all levels.

Ability to handle confidential corporate information with the utmost discretion and integrity.