Office Administrative - Financial Service

Charterhouse Hong Kong; Hong Kong; On-site; HKD 335,000 - 446,000; Full time

Job summary

Charterhouse Hong Kong is seeking an experienced office administrator and receptionist to be the friendly first point of contact for visitors, clients, and vendors, and to manage communications and scheduling.

The role covers facilities coordination, travel arrangements, onboarding support, and collaboration with HR and Finance. Cantonese, English and Putonghua are essential; a business degree is a plus; 10+ years of experience preferred.

Qualifications

• Minimum of 10 years of experience in an office administration, receptionist, or clerical support role.
• Associate's or Bachelor's degree in Business Administration or related field is a plus.
• Languages: Cantonese, English and Putonghua are essential.
• Proficiency in Microsoft Office Suite and Google Workspace; familiarity with multi-line phone systems and video conferencing tools.
• Strong communication, organizational, and discretion with confidential information.

Responsibilities

• Greet visitors, clients and vendors and direct them appropriately.
• Manage, screen, and route incoming calls, emails, and correspondence.
• Coordinate internal communications and inform staff of office updates.
• Maintain office space, manage supplies, liaise with vendors.
• Assist with onboarding, data entry, travel arrangements, and expense tracking.

Skills

Verbal communication

Written communication

Time management

Organizational skills

Discretion

Customer service

Education

Associate's or Bachelor's degree in Business Administration

Tools

Microsoft Office Suite

Google Workspace

Video conferencing tools

Job description

Salary: HK$30000 - HK$40000 per month + Discretionary Bonus

Serve as the friendly first point of contact for visitors, clients, and vendors, greeting them and directing them appropriately.

Manage, screen, and route incoming phone calls, emails, and general company correspondence.

Coordinate internal communications, ensuring staff are informed of office updates, schedule changes, and company policies.

2. Office Operations & Facilities Management

Maintain a clean, organized, and professional physical workspace, including reception areas, conference rooms, and common kitchens.

Manage office supply inventory, monitor stock levels, and place orders for supplies, stationery, and pantry items within budget.

Liaise with building management, landlords, and external vendors/contractors (e.g., IT support, cleaning services, equipment repair) to resolve maintenance issues.

Coordinate seating arrangements, office moves, and workspace setups for new hires.

3. Administrative & Executive Support

Assist with calendar management, meeting scheduling, and room bookings for leadership or team events.

Prepare meeting agendas, take comprehensive meeting minutes, and track action items when required.

Support travel arrangements, hotel bookings, and itinerary planning for staff or visiting clients.

Assist the Human Resources and Finance teams with onboarding paperwork, data entry, expense report tracking, and basic invoice processing.

Qualifications & Skills

Experience: Minimum of 10 years of experience in an office administration, receptionist, or clerical support role.

Education: Associate's or Bachelor's degree in Business Administration or a related field is a plus.

• Languages: Cantonese, English and Putonghua are essential

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace.

Familiarity with office management software, printers, multi-line phone systems, and video conferencing tools (Zoom, Microsoft Teams).

Soft Skills:

Exceptional verbal and written communication skills.

Outstanding organizational, time-management, and multi-tasking abilities.

A professional demeanor, discretion with confidential information, and a customer-service-oriented mindset.