Office Assistant

We are a leading international law and professional services firm providing legal, corporate and fiduciary services to global corporations, financial institutions, capital market participants and investment fund managers. With a global presence spanning the Americas, Europe, the Middle East and Asia, we advise on the laws of Bermuda, the British Virgin Islands, the Cayman Islands, Guernsey, Ireland and Jersey.

We treat everyone as the intelligent professional they are. Our approach is to trust and empower our people to deliver consistently, and enable them to succeed. Diversity is our secret weapon – it’s the sheer breadth of Walkers people that makes us who we are – gathered from across the globe and fluent in languages, jurisdictions and cultures that help us to mirror our clients and keep our own thinking in tune with the world in which we operate.

Overview of role

We are seeking a proactive team member to join our Facility Services Team, contributing to smooth operations and supporting colleagues with flexibility and a positive attitude. The Office Assistant (the 'OA') provides a range of routine clerical and administrative support, including office assistance, hospitality services and pantry management, backing up reception duties along with other related tasks as assigned. If you are interested, click Apply Now on https://careers.walkersglobal.com/job-invite/2024/ and start your journey with us today!

Duties, Responsibilities & Person Specification

Office Support & Administration

• Handle both internal/external documents or marketing materials/gifts collection/delivery service; included cheque bank-in, collect/deliver documents to Immigration and Hong Kong Law Society.

• Collect incoming mail every morning, sort and distribute incoming mail, parcel, courier and publications; manage outgoing mail and stamp usage records.

• Purchase office groceries from supermarket/store.

• Conference rooms setting and prepare equipment according to the booking requirements.

• Provide support in venue set-up and reinstatement for client events, seminar and staff activities, etc.

• Provide support with various fitting-out, internal office moves, renovation and maintenance works.

• Report any maintenance issues, coordinate office maintenance and make service calls.

• Arrange materials and cleaning workstation for new joiners, visitors and leavers.

• Overtime work will be required for events or maintenance issues, supervision monthly cleaning, carpet cleaning, pest control or other office maintenance work during weekends.

Hospitality & Pantry Management

• Maintain tidiness and routine check of pantries, copier rooms, storage area and conference rooms; manage inventory and restocking of refreshment, pantry and stationery supplies, verify the monthly invoices of stationery and pantries groceries.

• Manage daily operation of the coffee machine. Refill water for water bottles, water dispenser and coffee machines.

• Collect office mugs/glasses to wash; refill tea bags and soft drinks and wash the tableware from time to time during office hours.

BACK UP DUTIES

• Cover reception when necessary.

• Answering telephone calls; and greeting visitors and stakeholders.

• Keep tracking reception mailbox regularly, file incoming mail and invoice(s) from vendors.

• Arrange courier services like SF Express, DHL and Speeda.

• Other ad hoc duties as assigned from time to time.

Education, Skills & Experience

Knowledge and Experience

• HKCEE/HKDSE graduate or equivalent

• 2-3 years' or above experience in office administration in corporate environment is preferred

• Competent computer skills including MS Office and outlook

• Fluent English and Chinese language skill is an advantage

Skills and Abilities

• Positive and approachable personality. Be able to demonstrate flexibility and work effectively as a team player.

• Good communication and interpersonal skills.

• Have professional manners to internal/external clients.

• Positive service attitude, strong sense of ownership and discipline and good time management skill.

• Ability to handle minor office maintenance and repairs.