Job Description

We are a boutique executive search firm with a small, dynamic team. We are seeking a dynamic, experienced administrative professional to lead the day-to-day operations and ensure administrative excellence at our firm on a part-time basis. This role is pivotal in ensuring seamless office operations, contract management, compliance with local regulations, and database management, also supporting financial administration. Proficiency in both English and Chinese, including Putonghua, is required, as the role requires liaising with Putonghua-speaking stakeholders.

Key Responsibilities

1. Office & Administrative Support

• Manage day-to-day office operations, including correspondence, filing, and supplies.
• Coordinate meetings, scheduling, and logistics for internal and external stakeholders.
• Serve as the primary point of contact for vendors, building management, and service providers.
• Support HR-related tasks (e.g., onboarding, payroll coordination with HR) and ensure adherence to Hong Kong labor laws.

2. Contract Management & Review

• Review, and manage client service agreements, contractor agreements, and other business contracts.
• Ensure contracts are properly executed, filed, and tracked for renewals or expirations.

3. Regulatory & Compliance Support

• Ensure the firm complies with relevant local regulations, including data privacy, recruitment licensing, MPF/Insurance management, and corporate filing requirements.
• Maintain up-to-date knowledge of regulatory changes affecting the business.
• Prepare and submit required filings to government or industry bodies as needed.

4. Database Management

• Maintain and update the firm’s candidate and client database with accuracy and consistency.
• Ensure data integrity, perform regular audits, and generate reports as requested.
• Support the team with data entry, system improvements.

5. Financial Administration

• Prepare and issue client invoices in a timely manner.
• Assist with basic bookkeeping, including expense tracking, payment follow-ups, and reconciliation.
• Coordinate with external accountants for tax filings and payroll processing.

Qualifications & Skills

Education & Experience

• Diploma/degree or above in Business Administration, Accounting, Finance are preferably but all backgrounds are welcome.
• 2–5 years of experience in office management, administration, or operations, preferably in a recruitment, professional services, or small business environment
• Deep understanding of Hong Kong’s business environment, labor laws, and cultural norms.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PPT) and Chinese word-processing.
• Experience with CRM or database systems (experience with recruitment software is an advantage).
• Familiarity with contract language and financial processes (invoicing, bookkeeping).

Core Competencies

• Highly organised with strong attention to detail.
• Ability to work independently and manage multiple priorities in a small-team setting.
• Strong written and verbal communication skills.
• Discretion and professionalism when handling confidential information.
• Proactive problem-solving mindset.

What We Offer

• A key role with ownership and impact in a lean, agile firm.
• Competitive compensation commensurate with experience.
• Opportunity to grow with the business.

Only shortlisted candidates will be contacted. REF: OM2026/HI