A well-respected international wealth management firm is searching for an outstanding Office Manager to help run the day-to-day operations and provide secretarial support to the Sales Team. This is an English speaking office with 5 expats and you will also manage 2 admin assistants. Excellent opportunity to be part of a growing business and fun working environment!
Responsibilities:
- Responsible for all general office management and processes by ensuring day-to-day operations and procedures are running smoothly and appropriately
- Maintain good relationships with various vendors and negotiate contract terms and service level agreements
- Liaise with the landlord and monitor upkeep and maintenance of office equipment
- Manage various administrative systems, such as systems for client database, client account reports, invoices, expenses etc.
- Organize and maintain a good filing system for any administrative paperwork
- Update literature and fund factsheets
- Manage petty cash and cheques
- Perform reception and front desk duties, answer phones and book in meetings
- Supervise and allocate the work of admin staff to ensure a smooth office operation
- Run monthly valuation reports from the system and communicate to clients accordingly
- Ensure all consultants are fully prepared before any client meetings with relevant marketing materials, presentations, and statistics
- Coordinate CPD courses and enrolment and ensure FAs fulfil CPD hours
- Handle New Business processing and liaise with third party providers, continuing to provide support to clients throughout the process from submission to general enquiries and problem solving
- Liaise with regulators and the company secretary periodically on any enquiries
- Report to IRD on annual tax reporting
- Perform HR related duties such as recording of staff attendance and absences, on-boarding of any new joiners and coordination of visa applications/renewals
- Handle any ad hoc projects as assigned
Requirements:
- Degree qualified
- At least 5 years’ experience in office administration, with minimum 2 years’ supervisory experience, preferably within insurance or financial services
- Excellent communication skills – verbal, written, interpersonal and presentational
- Proficiency in Microsoft Office suite (Excel, PowerPoint, Word, Outlook)
- Ability to work in a fast-paced environment, multitask and prioritise workload
- Highly organized with strong attention to detail
- Proactive with outstanding problem-solving skills
For further details please contact Tanya Knott at +852 2526 8116 or send us your details to tk@charlottefrank.com
Job Code: TK/11593
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