HR and Admin Assistant

Infratrak (HK) Limited; Hong Kong; On-site; HKD 180,000 - 240,000; Full time

Job summary

Infratrak (HK) Limited seeks an organized Administrative Support professional to manage reception, greet visitors, handle calls and emails, and coordinate meeting room bookings.

You will provide general admin assistance across HR, finance, and office operations, maintain records, procure supplies, and support travel arrangements. This role requires discretion, familiarity with office software and collaboration with multiple departments.

Responsibilities

• Manage the reception area and maintain a professional, welcoming and organised environment.
• Greet and assist visitors, clients, business partners, contractors and service providers.
• Handle incoming telephone calls, emails and general enquiries in a professional and courteous manner.
• Coordinate visitor registration and notify employees when guests arrive.
• Receive, record and distribute incoming mail, courier deliveries, parcels and documents.
• Arrange outgoing courier services, postage and document delivery requests.
• Monitor meeting room usage and support meeting room bookings when required.
• Maintain the cleanliness and appearance of reception and common office areas.
• Provide general administrative assistance to employees and departments.
• Provide routine administrative support to the Finance team.
• Collect, organise and maintain invoices, receipts, expense claims and other supporting documentation.
• Prepare payment request forms and compile supporting documents for review and approval.
• Assist with invoice tracking, payment status monitoring and record maintenance.
• Maintain accurate filing systems for financial and accounting records.
• Support expense reimbursement administration and reconciliation processes.
• Assist with month-end closing activities and preparation of related documents.
• Follow up with employees, vendors and service providers regarding missing invoices or supporting documents.
• Maintain finance-related spreadsheets, trackers and reports.
• Coordinate documentation requests from external accountants, auditors and professional service providers.
• Ensure finance records are complete, accurate and properly maintained for audit purposes.
• Provide administrative support to the HR & Administration Manager and internal departments.
• Maintain office records, correspondence, contracts and company documentation in an organised and confidential manner.
• Coordinate procurement of office supplies, stationery, pantry items and other office resources.
• Monitor inventory levels and ensure adequate stock is maintained.
• Liaise with building management, office service providers, suppliers and external vendors.
• Coordinate office maintenance, repair works and facility management services.
• Manage office equipment records and coordinate servicing when required.
• Support preparation of letters, reports, forms, presentations and internal communications.
• Arrange meetings, including meeting room bookings, scheduling and preparation of materials.
• Assist with travel, accommodation and transportation arrangements for employees and visitors.
• Maintain administrative databases, trackers, contact lists and filing systems.
• Support company meetings, employee activities, engagement programmes and internal events.
• Coordinate with the Finance team regarding approved expense claim processing and reimbursements.
• Work closely with the Head of EHS to support local Environment, Health and Safety initiatives, workplace safety activities and office compliance requirements.
• Provide operational and administrative support for ad hoc projects and business initiatives.
• Ensure administrative and financial records are maintained in accordance with company policies and procedures.
• Support document control processes and maintain accurate filing systems.
• Handle confidential employee, financial and company information with a high level of discretion and professionalism.
• Ensure expense claims and supporting documents comply with company policies and approval requirements.
• Maintain accurate records for management reporting, internal reviews and audits.
• Assist in maintaining internal administrative procedures and compliance documentation.
• Perform other duties and projects assigned by management from time to time.

Job description

Manage the reception area and maintain a professional, welcoming and organised environment.

Greet and assist visitors, clients, business partners, contractors and service providers.

Handle incoming telephone calls, emails and general enquiries in a professional and courteous manner.

Coordinate visitor registration and notify employees when guests arrive.

Receive, record and distribute incoming mail, courier deliveries, parcels and documents.

Arrange outgoing courier services, postage and document delivery requests.

Monitor meeting room usage and support meeting room bookings when required.

Maintain the cleanliness and appearance of reception and common office areas.

Provide general administrative assistance to employees and departments.

Finance & Accounting Administrative Support

Provide routine administrative support to the Finance team.

Collect, organise and maintain invoices, receipts, expense claims and other supporting documentation.

Prepare payment request forms and compile supporting documents for review and approval.

Assist with invoice tracking, payment status monitoring and record maintenance.

Maintain accurate filing systems for financial and accounting records.

Support expense reimbursement administration and reconciliation processes.

Assist with month-end closing activities and preparation of related documents.

Follow up with employees, vendors and service providers regarding missing invoices or supporting documents.

Maintain finance-related spreadsheets, trackers and reports.

Coordinate documentation requests from external accountants, auditors and professional service providers.

Ensure finance records are complete, accurate and properly maintained for audit purposes.

General Administration & Office Support

Provide administrative support to the HR & Administration Manager and internal departments.

Maintain office records, correspondence, contracts and company documentation in an organised and confidential manner.

Coordinate procurement of office supplies, stationery, pantry items and other office resources.

Monitor inventory levels and ensure adequate stock is maintained.

Liaise with building management, office service providers, suppliers and external vendors.

Coordinate office maintenance, repair works and facility management services.

Manage office equipment records and coordinate servicing when required.

Support preparation of letters, reports, forms, presentations and internal communications.

Arrange meetings, including meeting room bookings, scheduling and preparation of materials.

Assist with travel, accommodation and transportation arrangements for employees and visitors.

Maintain administrative databases, trackers, contact lists and filing systems.

Support company meetings, employee activities, engagement programmes and internal events.

Coordinate with the Finance team regarding approved expense claim processing and reimbursements.

Work closely with the Head of EHS to support local Environment, Health and Safety initiatives, workplace safety activities and office compliance requirements.

Provide operational and administrative support for ad hoc projects and business initiatives.

Documentation, Compliance & Record Management

Ensure administrative and financial records are maintained in accordance with company policies and procedures.

Support document control processes and maintain accurate filing systems.

Handle confidential employee, financial and company information with a high level of discretion and professionalism.

Ensure expense claims and supporting documents comply with company policies and approval requirements.

Maintain accurate records for management reporting, internal reviews and audits.

Assist in maintaining internal administrative procedures and compliance documentation.

Perform other duties and projects assigned by management from time to time.