Admin Specialist

• Daily office operations. Manage supplies, pantry replenishment, couriers and meeting-room arrangements; coordinate cleaning, maintenance and repairs with suppliers and building management.

• Purchasing and records. Obtain quotations, track orders, check invoices against orders and deliveries, and prepare supporting documents for approval. Maintain accurate asset, access-card and vendor records.

• Onboarding coordination. Collect new-joiner documents, track onboarding checklists and coordinate orientation schedules, workspace readiness, equipment and access arrangements with relevant teams.

• HR documentation. Prepare routine HR documents using approved templates, maintain employee records and follow up on outstanding forms and acknowledgements with care and confidentiality.

• HR administration support. Assist with enrolment, employee information updates and leaver documentation; liaise with provider on required information and submission follow-ups under the Manager’s guidance.

• HR vendor liaison. Coordinate routine enquiries, documents, appointments and invoice follow-ups with benefits providers and other HR service vendors as required.
• Interview coordination and hosting. Schedule interviews, send invitations and candidate instructions, arrange rooms or video links, welcome candidates and coordinate with interviewers to ensure a smooth experience.

• Employee lifecycle support. Assist with offboarding checklists, equipment and access-card returns, and administrative follow-ups; support other HR and office-admin tasks assigned by the Manager.

What You’ll Bring

• Attention to detail. Maintain accurate trackers and follow tasks through to completion.

• Organisation and discretion. Prioritise requests, communicate progress clearly and handle employee and candidate information confidentially.

• Communication and digital skills. Good spoken English, Mandarin and Cantonese; written English and Chinese; confidence using Word, Excel, Outlook and digital filing tools.

• A helpful, proactive approach. Previous office-administration or HR-support experience is a plus; strong organisation skills and a willingness to learn.