HR & Administration Assistant

Health Hope Pharma Limited; Hong Kong; On-site; HKD 180,000 - 240,000; Full time

Job summary

Health Hope Pharma Limited is seeking an HR & Administration Assistant to support daily HR operations and administrative tasks. The role involves handling recruitment activities, preparing employment documents, and coordinating onboarding and offboarding processes.

Ideal candidates will have 1–3 years of HR/administrative experience, strong English and Chinese communication skills, and proficiency in MS Office, with familiarity in HR systems and collaboration tools.

Qualifications

• Strong command of written and spoken English and Chinese.

Responsibilities

• Assist HR & Administration Manager with daily HR operations and admin tasks.

Education

Diploma or above in Human Resources Management, Business Administration or related discipline

Tools

DingTalk

SharePoint

OneDrive

DocuSign

Job description

Assist the HR & Administration Manager with daily HR operations and administrative matters.

Support recruitment activities, including posting job advertisements, reviewing applications, arranging interviews and communicating with candidates.

Coordinate interview schedules between candidates, hiring managers and interview panel members.

Prepare employment-related documents, including offer letters, employment contracts, consultancy agreements, onboarding forms and employee notices.

Assist with employee onboarding, including document collection, orientation arrangements, system access requests, company equipment and personnel file setup.

Support employee offboarding, including resignation documentation, leave balance checking, equipment return, system access termination and exit clearance.

Maintain accurate and up-to-date employee records, personnel files, organisation charts and HR trackers.

Monitor probation periods, contract expiry dates, consultant agreements and employee document renewal dates.

Maintain attendance, clock-in, annual leave, sick leave and other employee leave records.

Prepare monthly payroll-related information, including attendance, leave, allowances, reimbursements, salary changes and new joiner or leaver information.

Assist with MPF, employee insurance, medical benefits and other statutory or employee benefit administration.

Support the preparation and circulation of HR policies, procedures, staff announcements and internal communications.

Assist with consultant timesheets, invoices, payment records, agreements and service documentation.

Prepare routine HR reports and information summaries for management review.

Handle all employee information and confidential documents with strict confidentiality.

Office Administration

Provide general administrative and clerical support to the HR & Administration Manager and other departments.

Coordinate internal and external meetings, conference rooms, virtual meeting links and visitor arrangements.

Assist with business travel arrangements, including flights, hotels, transportation, itineraries and travel documents.

Support the organisation of company events, corporate visits, signing ceremonies, advisory board meetings and staff activities.

Maintain office supplies, stationery, pantry items and other office inventory.

Maintain records of company assets, laptops, access cards, mobile devices and office equipment.

Liaise with landlords, property management offices, vendors, contractors, couriers and service providers.

Arrange maintenance, repairs, cleaning, office access and other facilities-related services.

Process purchase requests, vendor quotations, invoices, expense claims and supporting documentation.

Assist with document filing, scanning, printing, courier arrangements and correspondence.

Maintain organised electronic and physical filing systems.

Prepare letters, reports, meeting materials, presentation documents and administrative forms.

Support internal document circulation, signature collection and filing through systems such as SharePoint and OneDrive.

Perform other HR, administrative and operational duties assigned by the HR & Administration Manager.

Job Requirements

Diploma or above in Human Resources Management, Business Administration or a related discipline.

At least 1–3 years of relevant experience in human resources, office administration or general administrative support.

Fresh graduates with strong organisational skills and a positive working attitude may also be considered.

Good command of written and spoken English and Chinese.

Proficiency in Putonghua is preferred.

Proficient in Microsoft Office, including Word, Excel, PowerPoint, Outlook and Teams.

Experience with DingTalk, SharePoint, OneDrive, DocuSign or HR management systems is an advantage.

Good organisational, coordination and time-management skills.

Strong attention to detail and accuracy.

Able to handle multiple assignments and meet deadlines.

Good interpersonal and communication skills.

Proactive, responsible and willing to learn.

Able to work independently under the supervision of the HR & Administration Manager.

Demonstrates a high level of integrity, professionalism and confidentiality.

Experience in the pharmaceutical, biotechnology, clinical research or healthcare industry is an advantage.