Office Administrator

Maxx Marketing Limited; Hong Kong; On-site; HKD 201,000 - 335,000; Full time

Benefits offered by this job

5-day work week

Fringe benefits

Job summary

Maxx Marketing Limited seeks a highly organized and proactive Office Administrator to provide executive support and company secretarial assistance. The role involves day-to-day office operations, assistance with office setup and relocation in China, and coordination with vendors and authorities to ensure smooth running of the office.

You will manage calendars and travel for senior management, prepare reports and briefing materials, and handle procurement, invoicing, and internal communications.

Qualifications

• Proven experience in office administration or executive support.
• Experience with office setup in China is preferred.
• Strong organizational and multitasking abilities.
• Excellent written and spoken English, Putonghua, and Cantonese.

Responsibilities

• Manage day-to-day office operations and administrative processes.
• Support office setup and relocation, including vendors and registrations.
• Coordinate with consultants, vendors, and authorities during establishment or relocation.
• Maintain records, filing systems, and office procedures.
• Arrange maintenance, utilities, access control, and courier services.
• Assist with procurement, invoicing, expense tracking, and vendor coordination.
• Support internal communications and announcements.
• Manage senior management calendars, travel, and meetings.
• Prepare correspondence, presentations, and briefing materials.
• Coordinate meetings, agendas, minutes, and follow-up action items.

Skills

Office administration

Executive support

Vendor coordination

Time management

Microsoft Office

Communication

Job description

We are seeking a highly organized, proactive, and detail-oriented professional to provide office administration, executive support, company secretarial assistance. This role will also assist with office setup, relocation, and day to day office operations in China. This position plays a key role in ensuring the smooth and efficient running of office operations while supporting senior management with administrative and statutory matters.

Key responsibilities

Manage day-to-day office operations and ensure efficient administrative processes

Support new office setup and office relocation, including office premises, vendors, service providers, and relevant registrations

Coordinate with local consultants, agents, vendors, service providers, and authorities during office establishment or relocation

Maintain office supplies, equipment, records, filing systems, and administrative procedures

Arrange office maintenance, repairs, utilities, access control, cleaning, courier, and other office services

Assist with procurement, invoice processing, expense tracking, and vendor coordination

Support internal communications and office-related announcements

Manage calendars, appointments, meetings, and travel arrangements for senior management

Prepare correspondence, presentations, reports, and briefing materials

Coordinate meetings, prepare agendas, take minutes, and follow up on action items

About you

Proven experience as an Office Administrator, Administrative Assistant, Executive Assistant, Personal Assistant, or similar role

Demonstrated experience in office administration and/or office setup in China

Experience supporting company secretarial or corporate governance functions is preferred

Strong understanding of working with local service providers, vendors, and authorities

Excellent organizational, multitasking, and time-management skills

Strong communication and coordination skills

High level of discretion, professionalism, and trustworthiness

Proficiency in Microsoft Office

Proficiency in Putonghua, Cantonese, and English, both spoken and written

Ability to work independently, prioritize tasks, and anticipate business needs

We offer 5-day work, attractive remuneration package and fringe benefits to the right candidates.

(All information provided by applicants will be treated in strict confidence and used for recruitment purpose only)