Admin Officer

Key Responsibilities Office Operations Oversee day-to-day office administration, including procurement of office supplies, maintenance of office equipment and facilities, and management of vendors and service contracts Maintain administrative filing systems, records and documentation to ensure accuracy, security and easy retrieval Handle daily correspondence (emails, calls, courier and mail) and provide general administrative support to internal teams Coordinate meetings, events and travel arrangements as required Support employee onboarding and offboarding procedures, and liaise with HR on attendance and leave records Tender & Bidding Support Assist in the preparation, compilation and submission of tender and quotation documents (e.g., EOIs, RFPs, RFQs), ensuring full compliance with tender requirements and deadlines Review and organize tender documents, check for completeness and accuracy, and maintain a tender schedule tracking submission deadlines Liaise with internal departments and external parties (government departments, suppliers and partners) to collect and verify required documentation Maintain a central repository of tender templates, past bids and related records for future reference Forms & Applications Prepare and complete various administrative and application forms, including fundings, license and permit applications, registrations and statutory submissions Ensure all forms and submissions are accurate, complete and submitted on time in accordance with relevant regulations AI-Driven Productivity Actively apply AI tools (e.g., ChatGPT, Microsoft Copilot, Claude, Grammarly) to draft and polish documents, summarize information and streamline routine tasks Identify and recommend new AI solutions to automate repetitive administrative workflows and improve overall efficiency Stay up to date with emerging AI products and propose practical ways to integrate them into daily work Requirements Diploma or above in Business Administration, Management or a related discipline 1–3 years of solid administrative experience; experience in tender/bid preparation is a definite advantage Proficiency in using AI tools and a strong willingness to adopt new technologies Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) Excellent command of written and spoken English and Chinese (Cantonese and Mandarin) Detail-oriented, well-organized, and able to work independently under pressure Strong communication, interpersonal and problem-solving skills Immediate availability is highly preferred