Admin Specialist

Position Overview

We are looking for a detail-oriented and proactive Admin Specialist to support our HR and Admin Manager (HK) in setting up our new Hong Kong office and keeping daily operations running smoothly. Alongside office administration, you will assist with onboarding, HR documentation, relavant vendor liaison and interview coordination. This hands-on role is ideal for someone who enjoys organising, follows through on tasks and takes pride in creating a welcoming, well-supported workplace.

Key Responsibilities | Administration

• New-office setup. Assist with move-in deliveries, furnitures, equipments setup, vendor coordination and readiness checklists.
• 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.
• Workplace support. Welcome visitors, handle routine office requests and assist with company events, team building and business-travel arrangements when needed.

Key Responsibilities | HR Coordination

• 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.