Office Administrator & Secretary

About the role

We are seeking a proactive bilingual Office Administrator & Secretary to support our Sydney team while coordinating daily operations across Hong Kong, Australia and New Zealand. The role blends procurement, facilities management and executive assistance to keep business processes running smoothly.

Key responsibilities

• Source vendors, manage purchasing and negotiate contracts for procurement needs.
• Coordinate office facility maintenance, supply management and workplace safety.
• Manage executive calendars, arrange overseas travel (including New Zealand trips) and prepare meetings and official correspondence.
• Provide end‑to‑end administrative support to senior management, including document handling and progress follow‑up.
• Assist in planning and executing office relocation projects.
• Act as liaison between English‑ and Mandarin‑speaking internal and external parties.
• Identify and implement process improvements to boost operational efficiency.

Required profile

• Minimum 2 years experience in procurement and office facility administration.
• Bachelor’s degree in Business Administration, Management or a related field.
• Fluent in spoken and written English and Mandarin.
• Strong organisational, multitasking and interpersonal communication abilities.
• Willingness to travel to New Zealand when required and availability to start immediately.
• Prior experience with office relocation projects is an advantage.

Required skills