Administrator, Administration

CITIC Securities; Hong Kong; On-site; HKD 201,000 - 357,000; Full time

Job summary

CITIC Securities is seeking an experienced Office Administrator to support day-to-day operations at our Hong Kong office. You will handle procurement, records, reception, and general administrative duties, ensuring smooth office function and visitor services.

The role requires a minimum of five years in administration, strong English and Chinese communication, and a proactive, team-oriented mindset. You will also assist with events, ISO records, and office refurbishments as needed.

Qualifications

• Bachelor or above degree holder in any discipline.
• A minimum of 5 years relevant working experience, with knowledge in administration.
• Good command of written and spoken English and Chinese (Putonghua preferred).
• Enthusiastic, proactive attitude and a good team player.

Responsibilities

• Corporate Credit Card processing and liaison for disputes and cancellations.
• Office management including leases, P2P processes, and general admin.
• Maintain ISO records for HK office and implement related ideas.
• Reception duties and visitor management, room booking oversight.
• Support staff events, wellness programs, and office refits as needed.
• Procurement of CSI branded merchandise and office supplies, logistics coordination.

Skills

Interpersonal skills

Communication skills

Team player

Proactive / self-starter

Multitasking

Time management

Attention to detail

Education

Bachelor degree or above

Tools

Excel

PowerPoint

Word

Job description

• Corporate Credit Card – process application / cancellation / dispute resolution of corporate credit card upon request
• ISO 14001 – maintain necessary ISO records for HK office and implement new ISO related ideas
• OA processing including Lease renewal, Procure to Pay; NI; PR
• Facility / Office Management – handles day-to-day operation of the office including regular maintenance on office equipment, seat allocation, office hygiene, access right control, purchase of staff messing and stay on top of any potential issues
• Rebranding Project - following the group guideline to prepare necessary stationaries, name card templates in a timely manner, as well as arranging office reception logos for different entities across different locations
• Addressing business space requirements, establish good working relationship with the business lines to ensure their space needs are addressed, and any refit are to their specifications and requirements
• Handles other administrative matter including access card arrangement for New Joiners / Leavers / Visitors, register / deactivate of Octopus card (lift access) with building management, register / deactivate of Club membership and maintain up-to-date record, maintain petty cash float and prepare monthly report to F&A, assemble data and prepare payroll deduction report to HR and F&A for further processing, flower arrangement, lost and found record keeping, prepare Visa and APEC card application letter, etc.
• Reception Duties Backup – perform daily reception duties, i.e. greeting visitors and receiving phone calls politely, monitor closely on room booking, keeping the meeting rooms clean and tidy after use
• Long Service Award procurement
• Office Refit and Project Management
• Support on sourcing and administration of staff benefits, wellness programs, clubs and memberships and events like lunch & learn, Town Hall, CITIC anniversary celebration, Christmas/CNY party celebration, family days, corporate lunches, conferences, ad hoc events
• Sourcing and procurement of CSI branded merchandises like plush toy, desk calendar, laisee packet, corporate gifts for clients, etc.
• Coordinate CSI shop order requests and logistics, manage office supplies in CSI shop and warehouse inventory

Requirements

• Bachelor or above degree holder in any disciplines
• A minimum of 5 years relevant working experience, with knowledge in administration
• Good command of written and spoken English and Chinese (including Putonghua preferred).
• Enthusiastic, proactive attitude and must be a good team player, willing to roll up the sleeves to get the job done
• Strong interpersonal and communication skills
• Must be a proactive self-starter, with the ability to meet deadlines
• Good computer knowledge in Excel, PowerPoint and Word
• Highly organized and disciplined
• Passionate, energetic, proactive, confident and courteous
• Happy to go ‘above and beyond’ to make this a success and expand current initiatives
• Excellent organizational skills, including multitasking, time management, and meticulous attention to detail (a must)
• Self-driven and ability to complete tasks from start to finish
• Ability to handle pressure
• Good team player, loyal to the team, easy going personality and motivated