Office Administrator

  • CDI
  • Chine
  • Hong Kong
  • Assistanat & Administratif
  • Débutants acceptés
  • Hermès Travel Retail Asia


<p>The Hermès name has been synonymous with craftsmanship and quality for over 178 years. Hermès silk, leather goods, fashion, perfume, watches and accessories are universally renowned. Guided by sixth generation of the founding family, Hermès has built a strong presence throughout Asia and the rest of the world.</p>

General Role

<p>Reporting to the Travel Retail Director, this is a dynamic and independent role to support the Travel Retail Director and the Travel Retail Team, assisting in daily office needs and managing the team’s general administration duties.</p> <p>To assist the team, you will also be required to arrange and support all travel related matters for the commercial team (booking for trips and training), involve in the personnel recruitment activities, maintaining staff record and any other ad hoc projects, to coordinate with Legal Department to arrange agreements to our business partners for example.</p>

Main responsibilities

<p><strong>Reception </strong></p> <ul> <li>Handle incoming mails/couriers + dispatch them to the relevant parties</li> <li>Handle incoming calls</li> <li>Opening door for callers / visitors</li> </ul> <p><strong>Finance</strong></p> <ul> <li>Receiving all invoices (as above)/ distribute the invoices to the relevant staff for verification and approval</li> <li>Keeping a log of invoices that sent to Singapore</li> <li>Scanning incoming outgoing invoices to Singapore</li> <li>Sending the approved invoices (original copy) to Singapore</li> <li>Announcements to the Internal Parties, i.e. SG office (e.g. public holiday and special office hours memo)</li> <li>Arrange office vendors, including cleaning supervision, and renovation (carpet cleaning)</li> <li>Booking & logging record/ IT coordination (logging of computer records, printers)</li> <li>Licensing - handling import/export declaration, export license application, etc. for shipment related</li> <li>Office supplies – e.g. stationery, postage stamps (keeping log), except IT equipment/ refill office supplies</li> <li>Act as emergency contact person and key holder for 26/f office (management office / security company)</li> </ul> <p><strong>Secretarial</strong></p> <ul> <li>Expenses claims</li> <li>Travel expenses for team/ Assist in the expenses and allowance claims </li> <li>First level control of contents of the expenses claims</li> <li>Monitoring and following up of expenses actual spending vs budget for each team members</li> <li>Travel arrangement</li> <li>Issue Travel schedule for the Team and update of monthly travel calendar</li> <li>Tickets and accommodation for the team and visitors (align with the company rules and thresholds)</li> <li>Check the travel agents’ invoices</li> <li>Negotiate better supports from travel agencies</li> <li>Assess the performance of travel agents</li> <li>Prepare T&E budget for the coming year (Estimation/forecast)</li> <li>Photocopying the authorized T&E claims & commercial team’s invoices</li> <li>Others</li> </ul> <p><strong>Commercial</strong></p> <ul> <li>Assist in seasonal window display distribution (prepare commercial invoice and arrange DHL for 2-points pick up)</li> <li>Announcements to the External Parties (e.g. public holiday and special office hours memo)</li> <li>Assist in T&E Budget preparation</li> <li>Act as the back office of Commercial Team</li> <li>Provide support to the HTRAHK</li> <li>Legal Follow up</li> <li>Support other adhoc commercial needs</li> </ul> <p>Admin Related </p> <ul> <li>Supervise office cleaners if applied</li> <li>Admin / office registration Related</li> <li>Contract for office equipment vendors for contract related issues</li> <li>Keeping a copy of the most recent Staff Manual, Company policies, regulations and guidelines</li> <li>Licensing - business registration certificate, ECI.. Etc for office management related</li> <li>Insurance matters – liaise with SG office for employee’s compensation, travel insurance cards and employee medical insurance policy</li> <li>To monitor office fix asset + keeping the computer sheet</li> <li>Printing – letterhead papers, business cards</li> <li>To monitor office renovation (in the aspects of administration & budgets)</li> <li>Budgeting and cost control of Staff Enhancement budget</li> <li>Assist in recruitment process (sourcing advertising channels and placing ad.)</li> <li>Update Staff contact list (including emergency contacts detail)</li> <li>To support annual dinner organizing</li> </ul> <p>HR related</p> <ul> <li>Prepare annual leave entitlement summary</li> <li>Keeping attendance and leave record, collecting medical certification & leave forms, maintain the holiday entitlement record for team</li> <li>New Users and Exit Checklist/ Employee Data Sheet</li> </ul>


<p>The ideal candidate should be mature, energetic, flexible and a definite good team player. Minimum 5 years’ experience in office administration with solid exposure in office renovation, project co-ordination.</p> <p>Previous experience in human resources and finance is an advantage.</p>