HR Operations Assistant

First Circle; Hong Kong; Hybrid; HKD 200,000 - 260,000; Full time

Benefits offered by this job

Private medical insurance

Job summary

First Circle is seeking a highly organised HR Operations Assistant to support our Hong Kong hub. You will be the operational backbone of our People function in HK, collaborating with C‑levels and teams across Manila, Singapore, Serbia, and London to keep HR workflows running smoothly.

This hands-on, detail-oriented role thrives in a fast-paced environment. You will own logistics, scheduling, candidate experience, and documentation, while promoting a proactive culture across the global team.

Qualifications

• Hong Kong based with ability to work from Sheung Wan office at least 2 days per week.
• 1–3 years of experience in an HR, operations, or administrative role; startup/tech environment is a plus.
• Strong organisational skills with exceptional attention to detail.
• Excellent written and verbal communication skills in English.
• A proactive, positive attitude - you spot problems before they escalate and solve them.

Responsibilities

• Book and manage flights, accommodation, and ground transport for employees travelling between our global hubs.
• Maintain travel records for financial purposes and ensure bookings align with company travel policies.
• Handle last-minute changes and itinerary updates with minimal disruption.
• Manage calendars and coordinate meetings across multiple time zones for HR and leadership teams.
• Organise interviews, team syncs, and cross-hub calls.
• Prepare meeting agendas, take notes where required, and track follow-up actions.
• Serve as the first point of contact for candidates throughout the recruitment process in HK.
• Conduct check-ins at key hiring stages to keep candidates informed and engaged.
• Coordinate interview logistics, including room bookings, video call setups, and communication with hiring managers.
• Support the end-to-end visa and work-permit process for employees relocating to or working from the HK hub.
• Liaise with immigration consultants, government bodies, and internal stakeholders to ensure timely and compliant processing.
• Maintain accurate records of visa statuses, expiry dates, and renewal timelines.
• Prepare, issue, and track employment contracts, offer letters, and HR documentation in line with HK employment law.
• Manage the full lifecycle of employee documents - from onboarding paperwork through to offboarding.
• Ensure all records are accurately filed and up to date in the HR system.
• Provide general HR operational support across the HK office and assist other hubs as needed.
• Help coordinate HR projects, initiatives, and events as they arise.
• Act as a reliable point of contact for employee queries on HR processes and policies.

Skills

Organisational skills

English communication

Attention to detail

Prioritisation

Proactive attitude

Tools

Google Workspace

Workable

Job description

We are looking for a highly organised and proactive HR Operations Assistant to support our Hong Kong hub. You will be the operational backbone of our People function in HK, working closely with C-Levels and other team members across our global offices in Manila, Singapore, Serbia, and London to keep things running smoothly behind the scenes.

This is a hands‑on, detail‑oriented role suited to someone who thrives in a fast‑paced environment, takes ownership, and isn't afraid to roll up their sleeves for everything from high‑priority logistics to day‑to‑day admin.

What You’ll Do

Travel & Logistics

Book and manage flights, accommodation, and ground transport for employees travelling between our global hubs

Maintain travel records for financial purposes and ensure bookings align with company travel policies

Handle last‑minute changes and itinerary updates with minimal disruption

Scheduling & Coordination

Manage calendars and coordinate meetings across multiple time zones for HR and leadership teams

Organise interviews, team syncs, and cross‑hub calls

Prepare meeting agendas, take notes where required, and track follow‑up actions

Candidate Experience

Serve as the first point of contact for candidates throughout the recruitment process in HK

Conduct check‑ins at key hiring stages to keep candidates informed and engaged

Coordinate interview logistics, including room bookings, video call setups, and communication with hiring managers

Support the end‑to‑end visa and work‑permit process for employees relocating to or working from the HK hub

Liaise with immigration consultants, government bodies, and internal stakeholders to ensure timely and compliant processing

Maintain accurate records of visa statuses, expiry dates, and renewal timelines

Contract & Documentation Processing

Prepare, issue, and track employment contracts, offer letters, and HR documentation in line with HK employment law

Manage the full lifecycle of employee documents - from onboarding paperwork through to offboarding

Ensure all records are accurately filed and up to date in the HR system

Ad Hoc HR Support

Provide general HR operational support across the HK office and assist other hubs as needed

Help coordinate HR projects, initiatives, and events as they arise

Act as a reliable point of contact for employee queries on HR processes and policies

Requirements

Hong Kong based with the ability to work from our Sheung Wan office at least 2 days per week

1–3 years of experience in an HR, operations, or administrative role; experience in a startup or tech environment is a plus

Strong organisational skills with exceptional attention to detail

Comfortable managing multiple priorities simultaneously without dropping the ball

Excellent written and verbal communication skills in English

A proactive, positive attitude - you spot problems before they escal​ate and solve them before anyone has to ask

Familiarity with HK employment law and visa/immigration processes is preferred

Proficient in Google Workspace and Workable preferred

Be part of a mission‑driven team building financial infrastructure that genuinely changes lives for Filipino entrepreneurs

Work at the intersection of a fast‑scaling fintech and a truly global team, with exposure to C‑Levels

Autonomy, ownership, and room to grow - we promote from within and invest in our people

A collaborative, low‑ego culture where great ideas are welcomed from anyone

• Competitive compensation and benefits including private medical insurance