Job Description

The Job

• Handle procurement and payment administration through the relevant procurement systems, including obtaining quotations, preparing purchase requisitions, compiling assessment figures, and processing vendor invoices and payments accurately and on time.
• Assist in preparing procurement documents such as tender and quotation documents, briefs, scoring sheets and waiver justifications, and check all figures and details for accuracy.
• Coordinate and follow up with vendors, service providers and internal stakeholders on project deliverables and timelines.
• Manage inventory and stock records for corporate souvenirs and publications, including quality checks on deliveries against approved samples and specifications, follow-up with suppliers on defects or discrepancies, regular stock-taking, reconciliation, distribution records and replenishment.
• Provide on-site and logistics support for corporate events, award ceremonies, advertorials and video productions, including handling, moving and setting up event materials and stock.
• Assist in graphic design work such as congratulatory advertisements and simple layouts using Adobe Photoshop and Illustrator, and assist in event photography when required.
• Maintain filing, contact databases and records of the team, and carry out other ad hoc duties as assigned.

The Person

• Higher Diploma or above, preferably in Communications, Marketing, Business Administration, Design, Journalism or related disciplines.
• Minimum 1 year of experience in administration, procurement, marketing or event support.
• Proficiency in MS Office applications, particularly Excel (including basic formulas) and Word, and Chinese word processing.
• Working knowledge of Adobe Photoshop and Illustrator.
• Familiarity with, or willingness to learn, AI productivity tools such as ChatGPT, Claude, or Microsoft Copilot.
• Good command of written and spoken English and Chinese (Cantonese). Putonghua will be an advantage.
• Experience in basic event photography will be an advantage.
• Meticulous and careful with numbers and details, with a habit of checking own work before submission.
• Well organised, able to handle multiple tasks under tight schedules and follow procedures consistently.
• Responsible, proactive and willing to take on hands-on work, with a good team spirit.
• Required to work irregular hours and overtime, and to perform hands-on logistics duties including handling and moving event materials and stock.