Office Administrator

Department: Operations / Business Support

Grade: Support Staff

Employment Type: Full-time, permanent

ABOUT OPTIME PARTNERS

Established in 2014, Optima is a leading global regulatory compliance and cybersecurity consulting firm, supporting financial services and other regulated businesses across the UK, US, Middle East, and Asia Pacific. Our Hong Kong office forms part of a growing regional presence supporting clients across Asia Pacific.

ROLE PURPOSE

The Office Administrator plays a central role in ensuring the smooth day-to-day running of Optima's Hong Kong office. This is a varied, hands-on role covering front-of-house duties, office and facilities coordination, administrative support business development, and general operational assistance. The successful candidate will be a proactive, well-organised individual who enjoys working in a fast-paced professional services environment.

KEY RESPONSIBILITIES

Office & Facilities Management

• Oversee the general upkeep and presentation of the office, liaising with building management and external vendors as required.
• Manage office supplies, stationery, and pantry stock, ensuring cost-effective procurement.
• Coordinate maintenance requests, repairs, and health and safety checks.
• Manage incoming and outgoing post, couriers, and deliveries.
• Greet visitors, clients, and candidates, ensuring a professional first impression of the firm.
• Manage meeting room bookings and prepare rooms for client meetings, interviews, and internal sessions.

Administrative Support

• Provide administrative support to the Head of Asia, including formatting documents, scheduling meetings, expenses and managing diaries where required.
• Assist with the preparation of internal and client-facing materials in line with brand standards.
• Maintain accurate filing systems, both physical and electronic, in line with firm policy.
• Assist on client pipeline management.
• Assist on client proposal documents, billing and invoicing matters.

HR & Onboarding Support

• Support new joiner onboarding, including preparing workstations, IT equipment coordination, and welcome packs.
• Assist HR with local administrative tasks such as maintaining employee records and coordinating training logistics and offboarding.

KEY REQUIREMENTS

Experience & Qualifications

• Minimum 2 years' experience in an office administration, front-of-house, or team assistant role, ideally within professional services.
• Diploma or degree in business administration or a related field is an advantage but not essential.
• Fluency in English.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent organisational skills with strong attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritise and manage multiple tasks in a fast-paced environment.
• A proactive, can-do attitude with sound judgement and discretion.
• Comfortable liaising with senior stakeholders, clients, and external vendors.
• A collaborative team player who is equally capable of working independently.

WHAT WE OFFER

• The opportunity to be part of a growing, international regulatory compliance and cybersecurity consultancy.
• A collaborative and supportive working environment.
• Competitive salary and benefits package in line with Hong Kong market standards.
• Exposure to a broad range of business functions and career development opportunities.

Optima Partners is an equal opportunities employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.