Hong Kong | Admin Assistant

About Tradition

Tradition is the interdealer broking arm of Compagnie Financière Tradition, one of the world's largest interdealer brokers for over-the-counter financial and commodity products. With a presence in over 30 countries and a history spanning more than 65 years, Tradition is a market leader in institutional interdealer broking in Asia, boasting a 45-year track record in the Singapore market. Listed on the Swiss stock exchange, we continue to innovate and expand our global footprint.

Job Purpose
The Administrative Assistant will provide comprehensive administrative and office management support to the Hong Kong office, ensuring efficient operation of facilities and related services. This role involves vendor management, coordination with finance on billing and invoicing, and handling administrative tasks. Additionally, the role requires adherence to and enforcement of company policies concerning HR, Privacy, and Vendor Management.

Key Responsibilities
This role has a wide range of small tasks to keep the business running smoothly which include:

• Manage office-related services, including utilities, office supplies, and cleaning services.
• Coordinate with building management and external service providers to ensure uninterrupted office operations.
• Maintain an accurate inventory of office supplies, ensuring timely replenishment.
• Establish and maintain relationships with vendors and service providers.
• Assist finance department on vendor billing, invoicing, and payment processes.
• Maintain accurate records of office expenses and prepare reports as required.
• Assist with onboarding processes, ensuring compliance with HR policies and privacy standards.
• Assist with compiling and preparing reports for compliance, finance, or other departmental needs.
• Provide administrative assistance to executives and team members, including scheduling meetings, preparing documents, and organizing travel arrangements.
• Prepare and distribute internal communications, meeting agendas, and minutes.

Qualifications and Experience

• Proven experience in finance/administrative/office support role, preferably within a corporate or professional services environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management tools.
• Experience with billing, invoicing, vendor management, and following processes.
• Strong organizational skills with the ability to multitask and prioritize effectively.