Office Administrative - Financial Service

Charterhouse Limited; Hong Kong; On-site; HKD 360,000 - 520,000; Full time

Job summary

Charterhouse Limited, a global executive recruitment consultancy, seeks an experienced Office Administrator to be the friendly first point of contact for visitors and staff in Hong Kong. You will manage calls, emails, and correspondence while coordinating internal communications and policies across busy offices.

The role covers reception, facilities, travel arrangements, onboarding, and basic finance tasks, requiring strong organization, discretion, and a professional demeanor.

Qualifications

• Minimum 10 years in office administration or related role.

Responsibilities

• Greet visitors, clients and vendors and direct them as needed.
• Manage, screen and route incoming calls, emails and general correspondence.
• Coordinate internal communications and inform staff of office updates and policies.
• Maintain a clean, organized workspace including reception, conference rooms and kitchens.
• Manage office supply inventory and place orders within budget.
• Liaise with building management, vendors and IT/support services to resolve issues.
• Coordinate seating, office moves and workspace setups for new hires.
• Support calendar management, meeting scheduling and room bookings for leadership.

Skills

Reception

Communication

Time management

Organizational skills

Discretion

Education

Associate's degree in Business Administration

Bachelor's degree in Business Administration

Tools

Microsoft Office

Google Workspace

Video conferencing tools

Job description

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.

Charterhouse is a global executive recruitment consultancy. We have offices throughout the world in Asia, Australia and the Middle East. In Hong Kong we have six specialist divisions: Banking & Finance; Sales & Marketing; Commerce Accounting, IT&T, Property

Construction & Human Resources.

Charterhouse is a global executive recruitment consultancy. We have offices throughout the world in Asia, Australia and the Middle East. In Hong Kong we have six specialist divisions: Banking & Finance; Sales & Marketing; Commerce Accounting, IT&T, Property

Construction & Human Resources.