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Office Manager

Job Title: Office Manager
Contract Type: Permanent
Location: Hong Kong
Industry:
REF: TK/11593
Contact Name: Tanya Knott
Contact Email: tk@charlottefrank.com
Job Published: 4 months ago

Job Description

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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