About the role
The Office Services Assistant reports to the Office Manager and plays a key role in ensuring the smooth and efficient day-to-day operation of the office. This position is responsible for providing general administrative support, reprographic services, facility coordination, and ad-hoc logistical assistance to all staff. The ideal candidate is proactive, detail-oriented, and committed to maintaining a professional and well-organised office environment.
Key Responsibilities
Reprographics & Document Processing
Provide comprehensive reprographic services, including printing, photocopying, binding, scanning, and formatting of documents, reports, and presentations
Handle confidential and sensitive documents with care, ensuring proper storage, retrieval, and secure shredding as required
Support court filing and preparation of filing bundles
Manage closed files, including archiving, retrieval, and disposal in accordance with firm policies
Assist with document relocation within the office as needed
Mail, Courier & Delivery Services
Manage all incoming and outgoing mail, including sorting, distribution, and tracking of correspondence
Deliver and collect internal mail and documents between departments in a timely manner
Arrange and coordinate local and overseas courier services (e.g., DHL, FedEx), including preparing waybills and tracking urgent shipments
Handle by-hand delivery and collection to and from external organisations, including but not limited to the High Court, legal firms, Immigration Department, Company Registry, Inland Revenue Department, and the Law Society
Run general outdoor errands as required
Reception & Communication
Provide reception coverage during breaks, absences, and peak hours, including greeting visitors, managing telephone calls, and routing messages
Act as a liaison between employees and external vendors or clients
Office Logistics & Facility Coordination
Maintain the front office, copy rooms, and common areas in a clean, tidy, and professional condition
Ensure meeting rooms are properly booked and kept neat and organised at all times
Coordinate office recycling and disposal, including waste sorting, recycling initiatives, and shredding coordination
Check invoices and delivery notes related to general procurement and deliveries
Assist with office procurement duties as required
Prepare desks, workstations, and initial stationery packs for new joiners and visitors
Pantry & Supplies Management
Manage pantry inventory, including ordering supplies and daily replenishment
Handle stationery and office supplies inventory; order and replenish stock as required
Maintain kitchen and pantry areas to a high standard of cleanliness and hygiene
Conduct regular stock takes of office supplies, pantry items, stationery, and cleaning goods
Prepare and serve beverages to VIP clients and senior executives as required
Meeting & Event Support
Set up and arrange meeting rooms as required, including seating arrangements and refreshments
Support the setup of company events, workshops, and internal functions
Equipment Maintenance
Operate and maintain office equipment, including printers, copiers, and fax machines
Schedule repairs and liaise with service providers for equipment maintenance as needed
Basic Accounting & Financial Tasks
Arrange cheque bank-in and perform basic banking errands
Process invoices, track receipts, and complete Chrome River submission tasks as directed
Other / Ad-hoc Duties
Provide general administrative and clerical support to the team as needed
Perform any other work-related duties assigned by the Office Manager or supervising personnel
Understand instructions clearly and seek clarification when in doubt
Qualifications & Requirements
Form 5 / High School Diploma holder or above
Minimum 3 years' relevant experience in a financial institution or professional services firm
Good spoken English; proficiency in Cantonese and Mandarin is a plus
Professional standard of personal presentation and grooming
Computer literate, with the ability to place online orders, conduct internet research, and use common applications (e.g., Microsoft Office, Google Maps)
Willing to learn, self-motivated, helpful, and possessing a strong sense of responsibility
Ability to manage time effectively and work under pressure
Immediately available preferred
For further details, please contact Vien Ng or send across your details to vn@charlottefrank.com
(Job Code: VN/81133)
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