Administrative Assistant (Part-time)

About Orbit Dot:

Orbit Dot is a marketing agency specializing in the healthcare and pharmaceutical verticals. With its in-house capabilities in printing, design, and media management, Orbit Dot aims to empower healthcare providers and marketers, elevating product development and more treatment options to the local communities. Orbit Dot has been partnering with the top 10 pharmaceutical companies in Asia Pacific. It was named the gold winner in the MUSE Creative Awards 2025 and is accredited as a member of the Hong Kong Interactive Advertising Bureau (HKiab) and a catalyst member of the Hong Kong Association of the Pharmaceutical Industry (HKAPI).

Key Responsibilities:

• Procurement & Vendor Management:

  • Prepare and issue RFQs (Request for Quotations) to vendors for office supplies, services, and equipment.
  • Evaluate and compare vendor proposals, negotiate prices, and manage contract renewals.
  • Maintain good relationships with vendors and service providers.
  • Handle procurement documentation and ensure compliance with company policies.

• Payments & Financial Arrangements:

  • Coordinate and process payments to vendors and service providers.
  • Maintain accurate records of transactions and ensure timely payments.
  • Assist with budget tracking and expense reporting.

• Office Management:Oversee office supplies inventory and place orders as needed.

• Event Logistics Support:

  • Coordinate logistics, venue arrangements, catering, and equipment setup.
  • Support communication with vendors and participants for events.

• HR Administrative Support:

  • Support employee roster updates and benefits administration.
  • Handle employees’ inquiries related to leave policies and other HR matters.
  • Perform any ad-hoc tasks assigned by the Directors.