HR and Admin Assistant

InfraTrak; Hong Kong; On-site; HKD 201,000 - 290,000; Full time

Job summary

InfraTrak is seeking a proactive administrator to manage front desk duties, assist the finance team with routine admin tasks, and provide general office support. The role includes greeting visitors, handling calls and mails, coordinating travel, and maintaining records in a confidential manner.

Ideal candidates will have prior admin experience, strong organisational skills, and proficiency in MS Office. Based in Hong Kong, this on-site role supports multiple internal departments and the Head of

Qualifications

• Experience in front desk or admin roles.
• Good communication and organisational abilities.

Responsibilities

• Manage reception area and greet visitors, ensuring a welcoming environment.
• Assist Finance team with invoices, receipts and payment documentation.
• Provide general administrative support: filing, office supplies, travel arrangements.
• Maintain confidential records and assist with documentation and compliance.

Skills

Organisational skills

Communication skills

Greet visitors

Multitasking

Education

Diploma or higher

Tools

MS Office

Job description

1. Reception and Front Desk Duties (20%)

• Manage the reception area and ensure that the front desk is maintained in a professional, organised and welcoming manner.
• Greet and welcome visitors, clients, business partners and external service providers.
• Handle incoming telephone calls, general enquiries and correspondence in a professional and courteous manner.
• Direct visitors and incoming enquiries to the appropriate employees or departments.
• Notify relevant employees when visitors arrive.
• Receive, record and distribute incoming mail, documents, parcels and courier deliveries.
• Arrange outgoing courier services, postage and document deliveries.
• Monitor the general appearance and cleanliness of the reception and common areas.
• Provide general administrative support to employees and departments as required.

2. Finance and Accounting Administrative Support (20%)

• Provide routine finance and accounting administrative support to the Finance team.
• Collect, organise and maintain invoices, receipts, payment records and other supporting documents.
• Assist in preparing accounts payable and payment documentation for review and approval.
• Maintain accurate filing and record-keeping of financial and accounting documents.
• Assist in preparing payment requests and compiling relevant support documents.
• Assist with the reconciliation and tracking of expense claims, invoices and payment information.
• Maintain finance-related spreadsheets, trackers and administrative reports.
• Follow up with employees, internal departments and external vendors regarding missing invoices or supporting documents.
• Assist with month‑end closing administration and the preparation of supporting documentation.
• Organise documents required by oversea accountants, auditors and other professional service providers.
• Perform other routine finance administrative duties as assigned.

3. General Administration and Office Support (55%)

• Provide general administrative support to the HR & Administration Manager and other internal departments.
• Maintain office records, administrative files and Company documentation in an organised and confidential manner.
• Coordinate office supplies, stationery, pantry supplies and general office requirements.
• Liaise with office services providers, suppliers, building management and external vendors.
• Coordinate office maintenance, repairs and service arrangements.
• Assist with office equipment management and maintain relevant records.
• Support the preparation of internal administrative documents, forms, reports and presentations.
• Coordinate meeting arrangements, including meeting room booking, scheduling and preparation of required materials.
• Assist with business travel, accommodation and transportation arrangements when required.
• Maintain and update administrative trackers, databases and contact lists.
• Support company meetings, staff activities and internal events.
• Liaise with Head of EHS to support local EHS initiatives (office safety etc.)
• Coordinate with the Finance team regarding the processing and reimbursement of approved expense claims.
• Assist with other office administration and operational support as assigned.

4. Documentation, Compliance and Record Management (5%)

• Ensure that administrative and financial documents are properly maintained and filed in accordance with Company procedures.
• Handle confidential employee, financial and Company information with a high level of discretion.
• Assist in maintaining internal administrative procedures and document control requirements.
• Ensure that expense claims and supporting documents comply with Company policies and approval requirements.
• Maintain accurate and up-to-date records for internal review, management reporting and audit purposes.
• Perform other ad hoc duties as assigned by management.