What Jobs are available for Administrative Supervisor in Hong Kong?

We are looking for an energetic and dedicated candidate to join the Contracting Business Department of CLPe Solutions Limited. Key responsibilities include:

• Monitor and analyze the transaction records of staff airport permits and airport vehicle permits and prepare report to the management
• Control and monitor the process of airport permit application and provide report of the airport restricted area permits and vehicle permits to AA Permit Office
• Responsible for the Airport Authority's annual audit exercise and ensuring that all internal procedures met Airport Authority requirements. In addition, responsible for analyzing data to identify areas for improvement and implementing strategies to reduce cases of noncompliance
• Plan schedule and advise project managers for Graduated Trainee trainings arrangement and vehicles replacement
• Review and analysis the admin expense via Oracle and provide the admin expense report for the management
• Organize trainings and sharing including internal and external parties, act as a training coordinator to develop a training plan for all staff, including organizing a training plan for all staff to fulfil SHEQ or Airport authority requirements. Line up external vendors to organize training to fit department-specific needs
• Prepare reports on analysing turnover, overtime, and leave data to identify trends and areas for improvement. This data-driven approach will help tailor interventions to address specific needs and ultimately enhance employee satisfaction and retention
• Support departmental initiatives to improve well-being, such as designing a healthy workplace through office renovation and organizing recreation activities for frontline staff, such as Christmas Party and volunteer activities
• Maintain the communicate with external property management offices for negotiating and resolving office rental related issues
• Provide guidance and necessary trainings to team members regarding company policies to ensure they are fully complying with
• Demonstrate a strong commitment to CLP's culture and align with the company's Health, Safety, Security, Environment and Quality (HSSEQ) standards and Data Protection Policy

Requirements

• University degree or equivalent, with a minimum of 5 years relevant working experience in office administrative work, permit control and monitoring, staff leaves and working hour monitoring.
• Familiar with PC applications, with knowledge in Oracle system related to staff working hours and leaves processing
• Familiar with airport permit control procedures and company policies
• Extensive managerial experience in leading teams
• Proficiency in spoken Cantonese / written Chinese and English
• Good interpersonal and supervisory skills
• Experience of working in airport area is preferable

About the role

We are seeking a highly organised and detail-oriented Sales Administrative Supervisor to join our growing team at Chinese Pharmaceuticals (HK) Co., Limited in Kwun Tong, Kwun Tong District. In this full-time position, you will be responsible for providing administrative support to our sales team, ensuring the smooth operation of our sales processes.

What you'll be doing

1. Coordinate and schedule sales appointments and meetings
2. Manage the sales team's calendar and email inbox
3. Prepare sales reports, presentations, and other documentation
4. Assist with the processing of sales orders and invoices
5. Liaise with clients and internal departments to resolve any administrative issues
6. Provide general administrative support to the sales team as needed

What we're looking for

1. Minimum 2 years of experience in a similar administrative or supervisory role, preferably within a sales or customer-facing environment
2. Strong organisational and time management skills with the ability to prioritise tasks and work under pressure
3. Excellent communication and interpersonal skills to interact effectively with clients and team members
4. Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and other productivity tools
5. Ability to work independently and as part of a team
6. Attention to detail and a commitment to accuracy

What we offer

At Chinese Pharmaceuticals (HK) Co., Limited, we value our employees and strive to provide a supportive and rewarding work environment. We offer competitive salaries, opportunities for career advancement, and a range of benefits, including medical insurance and performance-based bonuses.

About us

Chinese Pharmaceuticals (HK) Co., Limited' is a leading provider of pharmaceutical products and services in Hong Kong. We are committed to improving the health and well-being of our customers through innovative and high-quality products. With a strong focus on customer service and a dynamic team of professionals, we are poised for continued growth and success.

Apply now for this exciting opportunity to be part of our team

Responsibility

• Monitor and analyze the transaction records of staff airport permits and airport vehicle permits and prepare report to the management
• Control and monitor the process of airport permit application and provide report of the airport restricted area permits and vehicle permits to AA Permit Office
• Responsible for the Airport Authority's annual audit exercise and ensuring that all internal procedures met Airport Authority requirements. In addition, responsible for analyzing data to identify areas for improvement and implementing strategies to reduce cases of noncompliance
• Plan schedule and advise project managers for Graduated Trainee trainings arrangement and vehicles replacement
• Review and analysis the admin expense via Oracle and provide the admin expense report for the management
• Organize trainings and sharing including internal and external parties, act as a training coordinator to develop a training plan for all staff, including organizing a training plan for all staff to fulfil SHEQ or Airport authority requirements. Line up external vendors to organize training to fit department-specific needs
• Prepare reports on analysing turnover, overtime, and leave data to identify trends and areas for improvement. This data-driven approach will help tailor interventions to address specific needs and ultimately enhance employee satisfaction and retention
• Support departmental initiatives to improve well-being, such as designing a healthy workplace through office renovation and organizing recreation activities for frontline staff, such as Christmas Party and volunteer activities
• Maintain the communicate with external property management offices for negotiating and resolving office rental related issues
• Provide guidance and necessary trainings to team members regarding company policies to ensure they are fully complying with
• Demonstrate a strong commitment to CLP's culture and align with the company's Health, Safety, Security, Environment and Quality (HSSEQ) standards and Data Protection Policy

Requirements

• University degree or equivalent, with a minimum of 5 years relevant working experience in office administrative work, permit control and monitoring, staff leaves and working hour monitoring.
• Familiar with PC applications, with knowledge in Oracle system related to staff working hours and leaves processing
• Familiar with airport permit control procedures and company policies
• Extensive managerial experience in leading teams
• Proficiency in spoken Cantonese / written Chinese and English
• Good interpersonal and supervisory skills
• Experience of working in airport area is preferable

Interested parties please email a MS Word version resume and expected salary to and quote the job reference no.

Key Responsibilities:

• Manage the daily operations of the office, ensuring efficiency and effectiveness in all areas.
• Oversee facilities management, including maintenance, space planning, and vendor relationships.
• Manage a team of legal secretaries, providing guidance, support, and performance management.
• Develop and implement office policies and procedures to enhance productivity.
• Prepare and manage budgets, ensuring financial accountability and resource optimization.
• Generate and present management reports to senior stakeholders, providing insights and recommendations.
• Foster a positive work environment through effective team management and conflict resolution.
• Collaborate with various departments to support organizational objectives and initiatives.

Qualifications:

• At least 10 years of total experience, with a minimum of 5 years in a managerial role, overseeing a team of 10 or more.
• Proven experience managing an office with at least 150 staff members.
• Strong background in office operations, facilities management, and budgeting.
• Excellent communication skills in both English and Chinese.
• Demonstrated expertise in senior stakeholder management and conflict resolution.
• Candidates from non-legal backgrounds (e.g., professional firms, consulting firms, financial institutions) are welcome.

For further details, please contact Wilfred Yu or send across your details to

Job Code: WY/60351

Personal data collected will be used for recruitment purposes only

By applying for this position, you consent to the collection, use and disclosure of your personal data to Charlotte Frank Recruitment Ltd. and all relevant third parties for the purpose of processing your application for this job position. You understand and acknowledge that your personal data will be processed in accordance with our Privacy Policy

Purpose of the Role

The Office Manager – Hong Kong is responsible for ensuring the effective and efficient operation of the Hong Kong office, providing comprehensive support across administration, finance, and personnel functions for both the office and the ATCO team.

Key Accountabilities

Administrative Responsibilities

• Ensure the effective, safe, and smooth operation of the Hong Kong office.
• Oversee relationships with building facilities management, subcontractors, local hotels, and suppliers (e.g., cleaning company, telecommunications).
• Collaborate with the Supply Chain team to ensure timely contract negotiations and renewals.
• Accountable for timely processing of invoices, utility bills, accurately tracking each payment to submit for approval and processing.
• Assist and submit annual audits documentation
• Organise and file documents correctly to ISO standards.
• Manage the renewal of office leases, commercial licences, and certifications.
• Ensure timely preparation and submission of attendance reports to the Airport Authority Hong Kong, with all leave records (annual and sick leave) accurately stored on the SharePoint drive for audit compliance.
• Support the annual employee tax return cycle.
• Maintain data protection standards in accordance with the Personal Data (Privacy) Ordinance.
• Act as the key contact for the Hong Kong MPF scheme and Airport Restricted Permits.
• Identify and implement opportunities for cost savings and cost avoidance within office operations.
• Support regulatory compliance requirements in collaboration with NATS stakeholders (e.g., Health & Safety, audit).
• Ensure the timely processing of payments, and maintain and update the invoice tracker.

Office Support

• Foster and maintain positive relationships with key stakeholders (e.g., Civil Aviation Department, Airport Authority Hong Kong, Aviation Academy).
• Organise logistics for local and regional events, conferences, and assessment centres (e.g., accommodation, flights, interviews).
• Serve as the primary coordinator during significant technical, operational, or security incidents.
• Collaborate with the Executive's PA to arrange C-Level visits and meetings.
• Act as the main point of contact for the Hong Kong office and participate in Occupational First Aid and Fire Warden training.
• Oversee local IT acquisitions and maintenance in accordance with central IT protocols.
• Ensure adequate stock and maintenance of office supplies, equipment, and miscellaneous items.
• Maintain office cleanliness and ensure compliance with Health & Safety requirements.
• Manage the Class 3 medical process for ATCOs, including both initial and renewal appointments.
• Support travel bookings and facilitate office visits.
• Serve as the CSR Champion to plan and coordinate local CSR initiatives.
• Support local event planning and coordination (e.g., team building, company gatherings, social functions).
• Provide administrative support for project management activities and bids as required.

Recruitment and Onboarding

• Facilitate recruitment assessments conducted in Hong Kong, including scheduling and coordination with candidates and key stakeholders (e.g., International recruiter, the Aviation Academy and HKCAD).
• Support the international recruiter in the creation of candidate profiles.
• Manage all aspects of local onboarding and offboarding processes, collaborating with the ATC Manager and HR to establish timelines and induction schedules for new employees.

Qualifications, Skills and Personal Attributes

• Excellent standard of spoken and written English.
• Proficient in Microsoft Office applications, including Word, PowerPoint, and Excel.
• Strong communication and interpersonal skills; self-motivated and able to engage effectively with individuals from diverse cultural backgrounds.
• Excellent planning and organisational abilities.
• Strong networking skills, with the ability to build key contacts across the airport community quickly.
• Decisive and capable of resolving conflicts effectively.
• Able to assimilate unfamiliar information and promptly relay relevant details to appropriate stakeholders.
• Works independently with minimal supervision, effectively managing priorities and meeting deadlines in a fast-paced environment.

Other Information

• Occasional domestic and international travel may be required.
• Office-based role with standard office hours (9:00 am – 5:00 pm).
• There is no relocation allowance for this role.

About the role

We are seeking an experienced Office Manager/ Senior Manger to join the corporate services team at one of our leading international law firm dedicated to providing exceptional legal services. This person will be responsible for overseeing the smooth running of the office and providing high-level administrative support to the business operations.

Responsibilities:

• Office Management: Oversee daily office operations, ensuring seamless workflow and administrative support for all departments.
• Team Leadership: Manage a team of 10+ operations staff, fostering a collaborative and high-performance culture.
• Facilities Management: Ensure the efficient management of office facilities for an office size of at least personnel.
• Reporting and Compliance: Prepare and present management reports related to office operations, ensuring compliance with policies and procedures.
• Business Management: Costing & budgeting, develop and manage the office budget, ensuring effective resource allocation and cost control.
• Stakeholder Management: Build and maintain relationships with senior stakeholders, addressing conflicts and concerns proactively.
• Policy Development: Establish and enforce office policies and procedures to enhance operational efficiency.
• Communication: Serve as a primary point of contact for both internal and external stakeholders, demonstrating outstanding articulation and communication skills.

Qualifications:

• Minimum of 10 years of total experience, with at least 5 years in a people management role, overseeing a team of 10+.
• Proven experience work independently and managing an office of at least 200+ personnel.
• Strong background in office operations, facilities management, reporting, and budgeting.
• Strong and fluent in English and Chinese, with excellent communication skills in both languages.
• Professional demeanor with the ability to represent the firm effectively.
• Strong conflict management and analytical skills.
• Flexible and able to navigate change in a fast-paced environment.

Responsibilities:

• Formulation in the development and implementation of HR strategies and company policies.
• Oversee all HR & Admin operations.
• Follow Group's development strategies, to establish HR policies, monitor the process closely with regular review and updates.
• Oversee and manage people strategies, including HR regulations, management training programme, recruitment, and employee relations.
• Ensure HR management policies and employment contracts in compliance with PRC Employment Ordinance.
• Be a problem solver to handle Ah hoc duties related in HR and take corresponding action in a timely manner.

Requirements:

• Degree or above, preferred in Human Resources Management.
• At least 5 years of human resource experience, well versed with HK and PRC employment ordinance and other related laws and legislation.
• Experienced in HR & Administration management in China companies is preferable.
• Excellent organizational and communication skills.
• High proficiency of written and spoken Chinese (Cantonese & Putonghua) and English.

All applications applied through our system will be delivered directly to the advertiser and privacy of personal data of the applicant will be ensured with security.

Full-time

Job Responsibilities:

• Responsible for office administration, including facilities management, office supplies, staff claims;
• Coordinate travel and flight itineraries for all levels;
• Provide all-round administrative, logistics, and clerical work and assist in organizing company activities;
• Ad-hoc projects and assignments;

Drive when required

Requirements

• HKCEE or above in business administration or related disciplines;
• Basic knowledge of accounting;
• Minimum 1 year working experience;
• Proficiency in Mandarin, good command of both spoken & written English and Chinese;
• Detail-oriented, good communication skills and problem solving skills;
• Ability to evaluate multiple ongoing tasks, determine priorities and organize work in a timely manner;
• Conscientious, reliable, good team player and communication skills;
• Immediately available is preferred.

Holding a valid driving license and has driving experience

Responsibilities:

Formulation in the development and implementation of HR strategies and company policies.

Oversee all HR & Admin operations.

Follow Group's development strategies, to establish HR policies, monitor the process closely with regular review and updates.

Oversee and manage people strategies, including HR regulations, management training programme, recruitment, and employee relations.

Ensure HR management policies and employment contracts in compliance with PRC Employment Ordinance.

Be a problem solver to handle Ah hoc duties related in HR and take corresponding action in a timely manner.

Requirements:

Degree or above, preferred in Human Resources Management.

At least 5 years of human resource experience, well versed with HK and PRC employment ordinance and other related laws and legislation.

Experienced in HR & Administration management in China companies is preferable.

Excellent organizational and communication skills.

High proficiency of written and spoken Chinese (Cantonese & Putonghua) and English.