Administration Assistant, Hong Kong based – Part-Time Role

Systech International is seeking a Part-Time (25 hrs per week, Mon-Fri 1pm-6pm) Administration Assistant for admin support to be provided to Hong Kong and Australia to ensure the smooth deployment of personnel to these countries within the APAC region.

Admin Support duties in the Hong Kong office include the smooth running of the office and assisting the Hong Kong Director in operational administration. The role will also provide admin support for Australia & Korea, predominantly with travel arrangements.

Day-to-Day Administration Activities:

  • Provide support for booking travel arrangements (hotels and flights) for deployment of fee-earning staff to / from Australia and Korea;
  • Provide support for booking travel arrangements for support staff travelling from / to the APAC region;
  • Provide Day 1 induction for new personnel to the APAC region (excluding Japan);
  • Provide support to the Hong Kong Director as follows:
    • Accurate online and paper filing of all Japan, Australian and Korean Fee Agreements and Framework Agreements, chasing outstanding or unsigned Agreements, where necessary and liaising with the Japan Office/Business Manager for co-ordination on Japan Fee Agreements;
    • Produce a schedule of Fee Agreements, to include: key terms, renewal dates and tax notices;
    • HR filing – liaising with Dubai HR Manager, to ensure all current;
    • Produce and maintain HR schedule, summarising key data from Contracts of Employment: review dates, rota or leave information and any subsequent change to Ts & Cs;
    • Produce weekly Billing Forecast (4 week look-ahead);
    • Maintain Annual Leave Schedule and ensure leave forms are completed by all personnel, liaising with Japan Office/Business Manager for Japan-based personnel and communicating information to the HR Manager in Dubai;
    • Ensure office licenses, insurances and Business Registrations are current; Hong Kong-based (May 2017)
    • Company credit card reconciliation, ensuring receipts are provided for all credit card spend for: Hong Kong Director and Australia Director;
    • Timely issuance of photocopier statement to Ricoh;
    • Run errands: Post Office, Immigration for visa’s, Tax Office, deliveries and collections;
    • Liaise with HR Manager in Dubai on the regular update on the Induction Packs;
  • Ensure the smooth running of the Hong Kong office:
    • Ordering office supplies
    • Ensuring printers working effectively at all times to minimise business interruption
    • Telephone answering
    • Managing petty cash
    • Organising post & couriers
    • Ensuring the Hong Kong office is kept in a professional manner, organising cleaners.


Works under the general supervision of the Hong Kong Director and to the Support Department Manager (UK based). This position does not supervise other personnel.

Job Qualifications / Competencies:

  • Office management;
  • Excellent written and verbal English is essential;
  • Information and Technology Proficiency – intermediate skills in Microsoft Office applications;
  • Experienced using Outlook e-mail.

Work Experience:

  • 4 years progressive experience;
  • Ability to add value and work under pressure and with consistency, picking up from the previous day smoothly due to part-time nature of the work.


  • Qualification in office management or HR an advantage.

Other Work Demands:

  • Regular and on-time attendance.
  • Hours may exceed 25 hours per week and may be asked to be contactable at weekends in case of a business emergency. The remuneration package will include overtime work.
  • Occasional travel by to other locations as and when required.

Note: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required and are not intended to be an exhaustive list of all duties, responsibilities qualifications associated with this job. 

If you wish to apply for this vacancy then please apply with your detailed CV/Resume to anne.virnig@systech-int.com quoting reference:


Anne Virnig
+1 (949) 829 0225


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