Our Client
 

Our Client is a well-established investment management firm.

 

They are seeking a proactive and organized Assistant Office Manager to join their prestigious, well-established hedge fund. In this multifaceted role, the successful candidate will be the welcoming face of the office while providing essential administrative and operational support. 
​

About the Role
 

Based in Central and reporting into the Office Manager, the ideal candidate will ensure the seamless day-to-day running of the office environment, maintain exceptional presentation standards, and support both facility management and team initiatives.

​

Job Responsibilities
 

Front of House / Reception

• Serve as the first point of contact, managing the reception desk and providing a professional, welcoming experience for all visitors, including offering refreshments to guests.

• Manage and coordinate bookings for meeting rooms including internal meetings and lunch events, as well as gym calendar.

• Maintain the impeccable presentation of the office, reception area, meeting rooms, and gym.

• Process all incoming and outgoing mail and courier services.

• Manage access for guests and contractors, liaising with building management and internal teams

​

Administrative & Office Support

• Support the full spectrum of daily office operations including managing office supplies, inventory, stationery, business cards, and handling petty cash and reconciliation

• Provide travel support for designated team members, including flight and accommodation bookings

• Prepare monthly cash and American Express expenses reports

• Review and process administrative invoices and upload them to invoice software control system (ApprovalMax)

• Manage and maintain office facility and admin spreadsheets (e.g., office seating plans, lockers assignments, contract renewals, subscriptions, staff list, vendors contacts and facilities records)

• Assist with office maintenance, renovations, and repairs including contractor coordination and serving as the first point of contact with building management and vendors (e.g., facilities issues, cleaning, appliances and equipment maintenance)

• Conduct daily office walk-through to ensure supplies are stocked (e.g., printer paper trays), and identify and report any issues (e.g., dirty walls or stained carpet tiles etc.)

• Provide occasional backup cover for Pantry Manager (e.g., washing up, stocking the pantry, preparing snacks, depositing cheques, handling post office)

 

“Hong Kong Concierge” Duties

• Assist with employee celebrations and gifts, including monthly birthday celebration, year-end gifts and the annual company dinner

• Run errands/hand-deliver documents as needed

• Handle ad-hoc orders, purchases and requests

• Research venues and support Office Manager with planning year-end dinners and office events

​​

About You
​

• Bachelor’s degree holder

• Minimum 5 years of experience in corporate receptionist or administrative role

• Fluent in English and spoken Cantonese

• Proficient in written Cantonese and Mandarin is a plus

• Proficient in Microsoft Excel, Word, and PowerPoint

• Strong knowledge of Microsoft Outlook

​

Personal Qualities
 

• Presentable, friendly, energetic, quick thinking and professional

• Excellent interpersonal communication, negotiation, and problem-solving skills

• Responsible with a strong work ethic

• Reliable, punctual, honest and trustworthy

• Ability to multitask effectively and perform well under pressure

• Creative and practical approach to problem-solving

• Highly detail-oriented
   

What's On Offer
 

• Competitive base salary

• Discretionary bonus

• 20 days annual leave

• Modern office with in-house gym!

• Comprehensive medical and dental insurance

 

Interested candidates, please email your CV to julia@finesse-solutions.com to discuss this opportunity further!