Office Associate

Leadingnation; Hong Kong; On-site; HKD 300,000 - 420,000; Full time

Job summary

Infosys Hong Kong is seeking an organized office administrator to support branch operations, asset management, and daily facilities tasks.

In this role you will liaise with internal teams and external stakeholders, coordinate visitor and building access, onboarding and engagement activities, and manage contracts and document archival to ensure smooth operations.

Proficiency in Cantonese (and Mandarin) is required to communicate with local authorities, clients, and colleagues.

Qualifications

• Experience in office administration and facilities operations.
• Familiarity with government-related filings is a plus.
• Strong communication skills and bilingual ability in Cantonese/ Mandarin.

Responsibilities

• Coordinate office space access and facilities requests.
• Handle asset management including laptops and phones.
• Manage contracts and document signatures and archiving.
• Coordinate visitor access and onboarding for new joiners.
• Support HR and Talent Acquisition in onboarding and engagement events.

Skills

Office administration

Facilities coordination

Vendor management

Cantonese

Mandarin

Job description

About Infosys

Infosys is a global leader in next-generation digital services and consulting. Over 320,000 of our people work to amplify human potential and create the next opportunity for people, businesses and communities. We enable clients in 59 countries to navigate their digital transformation. With over four decades of experience in managing the systems and workings of global enterprises, we expertly steer clients, as they navigate their digital transformation powered by cloud and AI. We enable them with an AI-first core, empower the business with agile digital at scale and drive continuous improvement with always-on learning through the transfer of digital skills, expertise, and ideas from our innovation ecosystem. We are deeply committed to being a well-governed, environmentally sustainable organization where diverse talent thrives in an inclusive workplace.

Visit www.infosys.com to see how Infosys (NYSE: INFY) can help you navigate your next.

HK Branch operational activities

Liaise with various external stakeholders (Hong Kong Govt authorities like IRD, MPFA, Company Registration office, HK immigration etc) & internal support functions (Finance, Tax, Facilities, International Branch Operation team & HR) to manage all branch related correspondence, which includes.

1. Filing of all branch related document filings (like annual return, change of director’s annual filings, monthly MPF documents etc) are done on timely manner.
2. Handle all correspondence related to Hong Kong Payroll Tax between Hong Kong Inland Revenue Department and Infosys Finance team.
3. Ensure all branch related operational licenses (i.e. Business registration, Employee Insurance certificate etc) are renewed or kept update on timely manner in compliance with branch operations requirement.
4. Manage tax & customs related aspects for laptop shipping between SGP and HK.

Infosys Hong Kong Office management

Office Space & Access management

1. Coordinate with property management office for Infosys office space access as well as building access for employees
2. Coordinate with Infosys facilities team to manage office supplies (letter heads/ envelopes, stationaries etc)
3. Coordinate with property management office on office interiors management and associated invoicing and payments

Visitor Access Management

Coordinate with Property Management Office & Manage visitors (Clients, Partners and employees working from client office & visiting Infosys office on need basis) on building access, office access, meeting room booking etc

New Employee onboarding and Asset Management

Employee onboarding related activities

• Coordinate with HR, CCD on new joiner formalities, support operational support to new employees.
• Coordinate with Property Management Office on Infosys office access enable/disable, building access enable/disable.

Asset management

• Coordinate with CCD team on laptop allocation/de-allocation, laptop inventory, work with property management office on laptops shipping.
• Phone/SIM/Access cards inventory management

Work with management team on aspects like Contract Management etc

• Coordinating with various account leads & contract documents signatures and archival of hard copies.

Contract Management

• Coordinating with various account leads & contract documents signatures and archival of hard copies.

Proposal printing and binding

• Work with various delivery leads on invoicing printing and dispatching for some of the Clients. Collect cheques from the Client and deposit them in Infosys bank accounts.

Employee engagement activities

• Arranging townhalls, organizing various engagement activities

Ability to speak Cantonese/ mandarin is a MUST.

At Infosys, we recognize that everyone has individual requirements. If you are a person with disability, illness, or injury and require adjustments to the recruitment and selection process, please contact our Recruitment team for adjustment either via the following email [via CTgoodjobs Apply Now] or call 1-866-472-0935. Alternatively, you can include your preferred method of communication in email, and someone will be in touch.

Please note in order to protect the interest of all parties involved in the recruitment process, Infosys does not accept any unsolicited resumes from third-party vendors. In the absence of a signed agreement, any submission will be deemed as non-binding and Infosys explicitly reserves the right to pursue and hire the submitted profile. All recruitment activity must be coordinated through the Talent Acquisition department.

“All aspects of employment at Infosys are based on merit, competence and performance. We are committed to embracing diversity and creating an inclusive environment for all employees. Infosys is proud to be an equal opportunity employer.”