Office Administrator

Position

Your Impact (Position Overview)

Reporting directly to the CFO & OO, the Office Administrator provides comprehensive office management and executive support to ensure the efficient and effective operation of the division. This role requires a highly organized, proactive individual with strong communication and problem-solving skills. The successful candidate will excel at managing office operations, coordinating administrative tasks, and providing essential support to the Beauty Division Management.

Job responsibilities

Your Mission (Main Responsibilities)

Office Management Support:

• Coordinate with the Facility Lead on facility maintenance, security, office supplies, and related matters, to ensure a well-maintained work environment that is safe and functional.
• Implement and maintain office policies and procedures to ensure smooth and efficient operations.
• Serve as the internal point of contact for office-related inquiries and communications.
• Manage office-related expenses and billing cycles, including vendor invoice validation, cost allocation, and vendor creation.
• Organize and coordinate BPC events and activities, such as team lunches, holiday celebrations, and office-wide meetings, fostering a positive and collaborative work environment.
• Assist in the Employee Free Goods benefit cycle including data uploads and verification for platform, ensuring accurate and timely processing.
• Implement the 5S approach to enhance workplace safety, improve organization, and increase operational efficiency, while assisting with regular audits to ensure compliance.
• Support sustainability projects and initiatives, implementing and ensuring eco-friendly practices within the office environment.

 

Executive Support:

• Manage calendar and appointments, coordinating with internal and external parties to ensure optimal scheduling and proactively anticipate potential conflicts.
• Organize and coordinate meetings with internal and external stakeholders including Project SteerCo, EXCOM meetings etc. This includes support in preparing agendas, compiling presentations, recording meeting minutes, and managing all logistical arrangements.
• Assist in the preparation of management reports, presentations, statistical summaries, and detailed meeting minutes to ensure accurate and timely information dissemination.
• Arrange comprehensive travel itineraries including flight bookings, hotel reservations, ground transportation, and other travel-related logistics, ensuring seamless and efficient travel experiences.
• Provide support for projects assigned, including presentation preparation, data gathering, project schedule follow-up, and other administrative tasks as needed.

Profile

Your Competencies and Experience (skillset requirements)

• Communication Skills: Possess excellent verbal and written communication skills in English and Cantonese, with the ability to clearly and effectively convey information to diverse audiences (e.g., colleagues, executives, vendors, visitors). This includes active listening skills, the ability to articulate ideas persuasively, and the confidence to present information professionally. Proficiency in Mandarin is advantageous.
• Organizational & Prioritization Skills: Proven ability to manage time effectively, prioritizing tasks based on urgency and importance, meeting deadlines consistently, and allocating time appropriately for different responsibilities.
• Able to work independently: Ability to work independently with minimal supervision, demonstrating a high level of integrity, responsibility, and accountability.

• Interpersonal Skills: Proven ability to collaborate effectively within a team environment, contributing to team goals, supporting colleagues, and fostering a positive and supportive work atmosphere. Ability to resolve interpersonal conflicts constructively and professionally, promoting a harmonious team environment.

• Attention to Details: Demonstrated commitment to accuracy and precision in all tasks.

• Adaptability & Agility: High degree of flexibility and adaptability to changing priorities, shifting deadlines, and evolving business needs. Ability to quickly switch between different tasks, manage multiple projects simultaneously, and remain productive in a fast-paced environment.

• Problem-Solving Skills: Ability to quickly identify and diagnose issues and challenges, develop creative and effective solutions to resolve problems, addressing the root cause .and preventing recurrence.

• Discretion & Confidentiality: Ability to handle sensitive and confidential information the utmost discretion and maintain confidentiality at all times.

• Customer Service Mindset: Possess a positive and helpful attitude, with a willingness to go the extra mile to assist colleagues, clients, and visitors. Respond promptly and effectively to inquiries and requests, providing timely and accurate information.

• Technical Proficiency: Proficient in Microsoft Office applications (PowerPoint, Word, Excel). Familiarity with SharePoint and data processing.

• Education & Experience: Tertiary education or above is required. At least 2 years of relevant working experience in an administrative or office management role, Experience in providing secretarial support to executives is a significant advantage.

Additional information

Your Key Performance Indicators

• Positive feedback from internal and external stakeholders regarding clarity, professionalism, and helpfulness of communication and interaction.
• Demonstrate a consistent track record of identifying potential office inefficiencies or challenges and proposing creative solutions that improve processes or enhance the work environment.
• Organize and execute BPC events that are well-planned, smoothly run, and positively received by attendees.
• Maintain a flawless record of discretion and confidentiality in handling sensitive information, with no breaches or complaints related to this area.
• Track the implementation of 5S practices across BPC office and conduct regular audits to assess compliance and identify areas for improvement.