Administrator, Administration

Key Areas of Responsibilities

• Corporate Credit Card – process application / cancellation / dispute resolution of corporate credit card upon request
• ISO 14001 – maintain necessary ISO records for HK office and implement new ISO related ideas
• OA processing including Lease renewal, Procure to Pay; NI; PR
• Facility / Office Management – handles day-to-day operation of the office including regular maintenance on office equipment, seat allocation, office hygiene, access right control, purchase of staff messing and stay on top of any potential issues
• Rebranding Project - following the group guideline to prepare necessary stationaries, name card templates in a timely manner, as well as arranging office reception logos for different entities across different locations
• Addressing business space requirements, establish good working relationship with the business lines to ensure their space needs are addressed and any refit are to their specifications and requirements
• Handles other administrative matter including access card arrangement for New Joiners / Leavers / Visitors, register / deactivate of Octopus card (lift access) with building management, register / deactivate of Club membership and maintain up-to-date record, maintain petty cash float and prepare monthly report to F&A, assemble data and prepare payroll deduction report to HR and F&A for further processing, flower arrangement, lost and found record keeping, prepare Visa and APEC card application letter, etc.
• Reception Duties Backup – perform daily reception duties, i.e. greeting visitors and receiving phone calls politely, monitor closely on room booking, keeping the meeting rooms clean and tidy after use
• Forum support
• Long Service Award procurement
• Office Refit and Project Management
• CSR Community in Hong Kong – sourcing and liaising with various NGO bodies.
• Planning, designing and executing CSR activities with photo and video taking with an average of 3-5 events monthly
• Content creation, editing, reviewing, scheduling across email, website, apps and social media platform in both ENG and CHI
• Track CLSA’s community engagement activities and volunteer time across all offices
• Manage the renewal of Caring Company certificate annually
• Lead CLSA’s sustainability reporting in compliance with the Global Reporting Initiative (GRI)
• Gather emission data for carbon offset
• Expand upon the concept of sustainability and further development
• Respond to regular requests for information and data on sustainability initiatives.
• Support on sourcing and administration of staff benefits, wellness programs, clubs and memberships and events like lunch & learn, Town Hall, CITIC anniversary celebration, Christmas/CNY party celebration, family days, corporate lunches, conferences, ad hoc events
• Sourcing and procurement of CLSA branded merchandises like plush toy, desk calendar, laisee packet, corporate gifts for clients, etc.
• Coordinate CLSA shop order requests and logistics, manage office supplies in CLSA shop and warehouse inventory

Requirements

• Bachelor or above degree holder in any disciplines
• Minimum 3 years relevant working experience with administration and ESG knowledge
• Good command of written and spoken English and Chinese (including Putonghua preferred).
• Enthusiastic, proactive attitude and must be a good team player, willing to roll up the sleeves to get the job done
• Strong interpersonal and communication skills
• Must be a proactive self-starter, with the ability to meet deadlines
• Good computer knowledge in Excel, PowerPoint and Word
• Highly organized and disciplined
• Passionate, energetic, proactive, confident and courteous
• Happy to go ‘above and beyond’ to make this a success and expand current initiatives
• Interested in and engaged in regional and global CSR issues
• Excellent organizational skills, including multitasking, time management, and meticulous attention to detail (a must)
• Self-driven and ability to complete tasks from start to finish
• Ability to handle pressure
• Good team player, loyal to the team, easy going personality and motivated

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