Are you a master of craft? Do you thrive in a team that succeeds together, demonstrating integrity and respect while acting responsibly? Do you embrace a growth mindset? We invite you to become a fan of the exceptional. 

Mandarin Oriental is the award-winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world, with a strong development pipeline. Increasingly recognised for creating some of the world’s most sought-after properties, the Group provides legendary service inspired by Asian heritage whilst representing the very cutting-edge of luxury experiences.

Job Summary

We are seeking a highly organized and detail-oriented individual to join our Development Department as an Administrative Assistant. In this support role, you will provide efficient administrative assistance located across different regions. Your primary responsibilities will include processing invoices, reconciling monthly expenses, booking meeting rooms, handling travel arrangements, preparing business travel approvals, and occasionally managing diaries and coordinating meetings. Your excellent organizational skills and ability to multitask will be essential in ensuring the smooth operation of the Development Department.

Position Title: Development Administrative Assistant (Part-Time)
Location: Hong Kong, Corporate Offices
 

Responsibilities

• Process Invoices: Review and process invoices received from vendors, ensuring accuracy and timely payment.

• Monthly Expenses Reconciliation

• Diary Management: Occasionally assist with managing and organizing the calendars, including scheduling appointments, meetings, and conference calls to ensure optimal time management and minimize scheduling conflicts.

• Booking Meeting Rooms: Coordinate and book meeting rooms for internal and external meetings, ensuring all necessary resources are available and any specific requirements are met.

• Travel Arrangements: Coordinate all aspects of business travel, including flights, accommodations, ground transportation, and visa processing.

• Business Travel Approvals: Prepare necessary documentation and obtain appropriate approvals for business travel requests, ensuring compliance with company policies and procedures.

• Documentation Management: Maintain accurate and up-to-date records, files, and documents related to invoices, expenses, travel arrangements, hotel and restaurant bookings, meeting room arrangements, and other administrative tasks.

• Communication and Coordination: Act as a central point of contact assisting with any administrative queries, coordinating with external vendors, and facilitating effective communication within the department and with external stakeholders.

• Ad hoc Support: Provide additional administrative support as needed to the Development Department, including drafting correspondence, preparing presentations, and assisting with special projects.

Qualifications and Skills

• Proficient in managing complex travel itineraries, including flights, accommodations, ground transportation, and visa requirements.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Familiarity with meeting room arrangements, including audiovisual equipment, catering, and seating arrangements.

• Strong problem-solving skills and ability to resolve issues related to travel, accommodations, and meeting arrangements.

• Excellent attention to detail in managing schedules, travel documents, and reservations.

• Ability to adapt to different time zones and manage communication effectively.

• Familiarity with online travel booking tools and expense management systems.

• Knowledge of regional and international travel procedures, visa requirements, and booking systems is a plus.

• Fluency in Chinese is essential to effectively support regional requirements and communication needs.