Administrator, Administration

CLSA; Hong Kong; On-site; HKD 446,000 - 625,000; Full time

Job summary

CLSA is seeking an experienced administrative professional to support the HK office. You will manage corporate card processes, ISO records, OA workflows, and daily facilities operations while coordinating office space, events, and staff benefits.

The role requires strong English and Chinese skills, a proactive attitude, and the ability to multitask in a fast-paced environment. You will work closely with various business lines and assist with onboarding, reception duties, and project coordination.

Qualifications

• Bachelor or above degree holder in any discipline.
• Excellent written and spoken English and Chinese (Putonghua preferred).
• Proactive, enthusiastic, and a strong team player who can meet deadlines.
• Strong interpersonal and communication skills.
• Highly organized with meticulous attention to detail.

Responsibilities

• Process corporate credit card applications, cancellations and disputes on request.
• Maintain ISO 14001 records for HK office and implement related ideas.
• Handle OA processes including Lease renewals and procure-to-pay; NI; PR.
• Manage day-to-day office operations, facilities maintenance, seating, cleanliness, access control and staff amenities.
• Support rebranding: stationeries, name cards, office logos for entities across locations.
• Address office space requirements and coordinate refits with business lines.
• Handle New Joiners/Leavers/Visitors access cards, Octopus/ Club registrations, petty cash, payroll deductions data.
• Reception duties backup: greet visitors, answer calls, monitor room bookings and meeting rooms.
• Provide forum support, long service awards, office refits and project management.
• Assist with staff benefits sourcing, wellness programs, clubs, events and corporate functions.
• Sourcing CSI branded merchandises and coordinate shop orders and logistics.

Skills

Interpersonal skills

Communication skills

Organized

Multitasking

Time management

Proactive

Detail oriented

Team player

Pressure handling

Chinese (Putonghua)

English proficiency

Education

Bachelor's degree

Tools

Excel

PowerPoint

Word

Job description

Key Areas of Responsibilities

• 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
• Forum support
• 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