Our client is a leading and long-established investment management firm with an impressive track record and great culture. They are now seeking a polished and highly efficient Receptionist & Office Management Assistant to support their Office Manager in running the day-to-day operations. This is an exceptional opportunity with broad exposure and room for progression for the right individual. You will be meticulous in your approach, solution-driven, and willing to roll up your sleeves.
RESPONSIBILITIES
Reception Duties:
• Meet and greet guests
• Manage meeting rooms/meeting room calendar
• Manage gym calendar
• Manage in-house lunches/catering
• Answer phones
General Office Support Duties:
• Assist with full spectrum of daily office operations and administrative tasks
• Prepare monthly AMEX and cash expense reports
• Check, reconcile invoices, and ensure budgets are followed
• Manage and reconcile office petty cash
• Reconcile CIO petty cash receipts
• Manage outgoing mail, courier/DHL
• Manage/order stationery and business cards
• Manage and maintain office spreadsheets (e.g., contract renewals, subscriptions, staff list, vendors, facilities)
• Assist with office maintenance / renovation and repairs including contractor management (first point of contact with building management & vendors)
• Assist in onboarding of new staff (first day walk-through, desk set-up)
• Review and assist in developing current office administration policies/processes
• Input business card info into Contacts
• Provide administrative support to senior management, if required
“Hong Kong Concierge” Duties:
• Assist with gifts/celebrations: new baby, birthday cakes, year-end
• Run errands/hand-deliver documents
• Handle myriad ad-hoc orders/purchases
• Research venues for year-end dinners/party
REQUIREMENTS
Minimum of 3-5 years’ experience in a similar role
Preference for candidates with background in Financial or Professional Services
Exceptional communication skills and fluency in English and Cantonese
Proficient in Microsoft Office suite (Excel, PowerPoint, Word, Outlook)
Friendly with a positive disposition and can-do attitude
Adaptable and able to deal with interruptions and last-minute requests
Ability to handle multiple tasks at once and work under pressure
Creative and practical problem solver
Responsible with a good work ethic
Job Code: TK/12068
For further information, please kindly contact Tanya Knott or email your details across to tk@charlottefrank.com
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Please note that only shortlisted candidates will be contacted