Operations Associate

Resolve Foundation Limited; Hong Kong; Hybrid; HKD 201,000 - 223,000; Full time

Benefits offered by this job

Health and dental insurance

Flexible working and generous annual/4

Work phone and laptop

Training and development opportunities

Co-working space perks

Job summary

Resolve Foundation Limited, based in Sheung Wan, Hong Kong, seeks an Operations Associate for a 12-month full-time contract reporting to the Operations Director. The role spans finance, HR, facilities, IT and internship program management to keep the organization running smoothly.

You will handle bookkeeping, HR operations, CRM administration, payroll support, and onboarding/offboarding, with bilingual English and Cantonese communication. Hybrid work arrangement offered.

Qualifications

• Strong organisational and administrative skills with attention to detail.
• Experience supporting finance, HR, IT, or operations in a nonprofit setting is a plus.
• Ability to manage onboarding/offboarding and maintain confidential staff data.

Responsibilities

• Maintain day-to-day bookkeeping and assist external accounting firm.
• Coordinate HR processes including onboarding, leave tracking and payroll support.
• Administer CRM and IT helpdesk; liaise with external IT vendor.
• Lead internship recruitment, onboarding, and intern experience management.

Skills

Organizational skills

Attention to detail

Data confidentiality

English & Cantonese

Tech-savvy

Cloud productivity

HR software

CRM system

Accounting systems

Tools

Odoo

Xero

CRM system

Google Workspace

Microsoft 365

Job description

About Resolve
Founded in 2017, Resolve Foundation is an award-winning Section 88 charity dedicated to empowering changemakers. Our vision is to create a Hong Kong where everyone belongs and upholds inclusion. Despite being a global city, 1 in 8 people in Hong Kong report experiencing discrimination (EOC, 2021). We believe we all can be empowered to actively change this, in big and small ways.

Our mission is to amplify marginalized voices, empower diverse changemakers and build intersectional communities to elevate our collective social impact. Our values stand for Resolve: Rights, Equality, Solidarity, Organization, Leadership, Voice and Empowerment. Our organizational culture emphasizes: diversity, learning, responsibility, collaboration and gratitude. Learn more: resolvehk.org.

About the Role
The Operations Associate will serve as the operational anchor of Resolve’s daily administration, working in close coordination with and directly reporting to the Operations Director. In this capacity, you will maintain robust, efficient administrative, human resources, financial, and facility systems that keep our team supported and our organization running seamlessly. This position is an initial 12-month full time contract, with renewal subject to performance and funding.

Key Job Duties

1. Internal Finance Support & Bookkeeping Assistance

Digital Accounting System Support : Act as the primary contact point for day-to-day bookkeeping with the external accounting firm.

Internal Helpdesk & Reimbursements: Assist team members' inquiries regarding financial workflows; guide staff accurately through spending approval and reimbursement processes.

Petty Cash Oversight: Maintain, disburse, and thoroughly log the physical and digital office petty cash funds for minor daily expenses.

Budgeting & Grant Tracking: Assist the Operations Director with various financial reports and grant tracking

Audit, Procurement, & Compliance: Facilitate the procurement processes for the team. Maintain official organizational registrations, and compliance filings.

2. Human Resources Operations & Culture

Employee Lifecycle Logistics: Administrative setups for onboarding new hires, coordinating offboarding logistics for existing staff, and keeping digital personnel files continuously secure and compliant.

HR Metrics & Leave Tracking: Maintain comprehensive tracking of staff attendance, statutory/annual leave, and sick leave logs. Expand data maintenance to encompass general internal HR metrics.

Employee Engagement Surveys: Administer, distribute, and collect responses for the Annual Employee Engagement Survey, helping synthesize feedback data for management.

Payroll & Benefits Support: Accurately assemble and prepare monthly payroll sheets, Mandatory Provident Fund (MPF) contribution drafts, and general benefits data for final director sign-off.

Recruitment Coordination: Partner closely with hiring managers to post job listings, screen incoming resumes against criteria, assemble screening binders, and coordinate interview schedules.

3. Office Administration, Facilities & IT Support

CRM System Optimization: Administer and maintain our CRM system. Actively research, map out, and propose structural workflow enhancements to elevate how our internal operations utilize CRM infrastructure.

Front-Line IT Helpdesk: Provide basic, essential IT assistance to internal team members (including email setups, password updates, and software licensing access requests).

Third-Party IT Liaison: Serve as the primary operational link and point of contact with our external, third-party IT support vendor to resolve technical issues quickly.

4. Internship Program Management

Intern Recruitment: Lead talent acquisition by collaborating with institutes and organizations

Intern Onboarding and Offboarding: Manage the complete lifecycle of the interns, including their comprehensive onboarding and formal offboarding processes.

Intern Experience: Communicate with program line managers to ensure that every intern gains real project ownership and meaningful career development opportunities.

Experience: Open to motivated fresh graduates demonstrating strong layout management capabilities through internships, or candidates with 1–3 years of experience in bookkeeping, administrative, HR support, or organizational operations roles. Experience within the non-profit or NGO landscape is a distinct advantage.

Core Competencies: Exceptional organizational habits, sharp attention to detail, strict data confidentiality maintenance, and a service-oriented mindset.

Technical Literacy: Tech-savvy profile with fluent command over cloud productivity suites (Google Workspace, Microsoft 365) and foundational human resources software platforms.

CRM and Accounting System Proficiency: Practical experience using CRM and accounting system; exposure to Odoo and Xero are highly beneficial.

Language Fluency: Professional verbal and written proficiency in both English and Cantonese to manage local vendor transactions and partner communications.

Location
Sheung Wan, Hong Kong. Resolve allows for flexible working currently at a ratio of 40 (remote) /60 (in office).

Salary & Benefits
The expected salary for this role is $18,000 to $20,000 depending on experience. Note that Resolve has an established salary structure that is regularly reviewed against the market and set against a Competency Framework. Other benefits include flexible working and considerations for a balanced work-life relationship, health and dental insurance, opportunities for training and development, a culture of wellbeing and team-building, and above-market levels of annual leave. Resolve will provide you with a work phone and laptop. We are also based out of a larger social impact coworking space that has perks and organizes several activities and events.

Equal Opportunities
We believe a diverse and inclusive team is key to our success and social impact. We actively welcome and encourage applications from all backgrounds, regardless of race, ethnicity, gender, age, disability, religion, or belief. As one of the first 100 signatories to the Racial Diversity & Inclusion Charter of the Equal Opportunities Commission, we are proud to be building a more equitable workplace. Your unique perspective is valued here and will make our nonprofit stronger. If you need any special assistance or accommodations during the recruitment process, please let us know.