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Admin Coordinator - Hong Kong  

Company managed [?] Still accepting applications

Posted on : 01 May 2017

Project Description

We are now looking for a competent, energetic team player who is interested in working for a growing multinational organization. The Administrative Coordinator will be primarily responsible for complex administrative support activities, specifically for the regional team in Amgen’s JAPAC regional hub based in Hong Kong.

Key Activities:

Meeting Support
Initiating/facilitating/participating in Cross-Functional team meetings
Organizing meeting rooms, including logistics, catering and equipment needs for Operations driven meetings
Independently coordinating web-interface meetings
Developing slide presentations and/or business related documents
Scheduling interviews
Preparing agendas and take action items as required.

Administrative Support
coordinate mailings and courier/deliveries
Screen and act on incoming phone calls
Maintain distribution, contact and personnel lists
Providing backup support to additional department coordinators
Update and maintain all dues, memberships, subscriptions etc.

Team Support
Scheduling interviews
Scheduling meetings between Executive Director and direct reports
Assisting with special projects as requested by the Directors and others within group
Manage individual and team calendars (Outlook)

Travel Support
Managing Travel and Expense Reporting for senior staff
Coordinating local and international meetings: arrange travel, meeting arrangements, visitor accommodations

External Services/Vendor Management
Managing the administrative aspects of relationships with outside experts and vendors
Managing supplier invoices, payments and expenses
Updating and maintain all dues, memberships, subscriptions etc.
Inputting SAP Purchase Orders as needed
Manage individual and team calendars (Outlook)
Coordinate local and international meetings: arrange travel, meeting arrangements, visitor accommodations
Organize meeting rooms, including logistics, catering and equipment needs
Prepare agendas and take action items as required




Preferred Qulifications
5+ years of experience in an administrative support role supporting medium to large teams at different levels
Exposure to working within an international organisation
Experience working in an industry or organisation with critical compliance and regulatory procedures
Excellent written, verbal, and presentation skills in communicating key business information
Advanced knowledge of MS Excel, PowerPoint, and Word (i.e. word processing, presentations, and spreadsheet skills) as well as exposure to various company centric software and systems ideally Concur and SAP
Capable to manage multiple calendars including coordination across multiple time zones
Outstanding organizational and interpersonal skills with the ability to multitask and communicate at all levels
Ability to work in a fast-paced, deadline- driven environment
Discretion in dealing with proprietary information
Fluent English required and an additional Asian language skill is highly desirable
Eligibility to work in Hong Kong