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商务行政助理（全职） Business Administrative Assistant (Full-time)

Human Resources / Office Administration • Full Time • Causeway Bay, Hong Kong, HK • 1w ago

Job Description 岗位说明书

工作职责：

商务职能：

负责香港地区上下游合作伙伴合同的全流程管理，包括合同起草、审查、谈判、签署及正式签字流程的组织与协调，确保合同文本、签署主体及签署流程符合香港本地法律法规要求及公司内部合规标准。
协调内部相关团队与外部合作方（包括但不限于供货商、客户及专业机构），推动合同谈判、签署及履行的顺利开展，及时识别并协调解决潜在问题，降低业务延误及合规风险。
负责对涉及香港的合同进行签署前内容及合规性确认，重点核查合同条款完整性、授权路径及文件版本的准确性，确保所有合同在签署前具备合法性、有效性及可执行性。
统一负责董事签署文件的准备、流转与管理，包括合同最终定稿文本、签署页及相关支持性档的整理与提交，保障董事签署流程规范、高效、有序。
建立并维护合同档案及档管理体系，确保合同原件及电子副本的安全存放、分类管理及定期备份，满足审计、合规及内部管理需求。
持续监控合同履行情况及合同有效期限，按需协助推进合同续签、变更或终止相关流程，支持业务持续合规运行。
协助董事及管理层处理香港办公室相关的日常事务性及行政支持工作，包括档协调、外部服务机构对接及其他与合同及治理相关的支持事项。

财务职能：

通过公司内部系统在线审核和确认结算单，确保数据准确无误后，向第三方（如供货商或客户）推送结算单，并跟踪推送状态。
在结算单验证通过后，协调财务部门或外部服务商安排发票开具，确保发票内容符合税务要求并及时发放。
主动跟进应收账款的回收工作，包括发送催款通知、与欠款方沟通协商，并完成回款后的核销入账处理，以维护现金流健康。
仔细核对供应链账单的准确性，包括比对采购订单、交付记录和价格条款，识别并报告任何差异或错误。
督促合作方及时开具发票，根据收到的发票、账单和相关凭证制定付款计划，并安排付款流程以确保按时支付。
执行付款操作，包括银行转账或电子支付，并随后进行核销确认，以关闭财务循环。
负责所有财务往来的凭证管理，包括收集、整理和数字化存储发票、结算单、付款证明等，确保记录完整、安全且易于审计检索。

任职要求：

学历：本科或以上学历，专业不限（商务、管理、财务相关专业优先）。

经验：香港本地人应届毕业生，或在商务助理、销售助理等类似岗位有1-2年工作经验。

技能：

熟练使用办公软件（如Microsoft Office）和财务管理系统。

良好的沟通和协调能力，能处理合同和财务相关事务。

熟悉香港本地法规，特别是合同签署和财务流程。

语言：流利英语和粤语，普通话能力优先。

其他：责任心强，注重细节，能独立工作; 需常驻香港。

工作地点：Unit 1805 18/F 8 HYSAN AVENUE CAUSEWAY BAY HK

Job Responsibilities:

Marketing Functions:

Responsible for the end-to-end management of contracts with upstream and downstream partners in Hong Kong, including drafting, review, negotiation, execution, and coordination of formal signing processes, ensuring that contract terms, signing entities, and execution procedures comply with Hong Kong local laws, regulations, and internal compliance standards.
Coordinate internal stakeholders and external counterparties (including but not limited to suppliers, clients, and professional service providers) to facilitate smooth contract negotiations, execution, and performance, promptly identifying and coordinating the resolution of potential issues to mitigate business delays and compliance risks.
Conduct pre-signing content and compliance verification for contracts involving Hong Kong, with a focus on reviewing the completeness of contractual terms, authorization pathways, and accuracy of document versions, to ensure that all contracts are legally valid, effective, and enforceable prior to execution.
Take unified responsibility for the preparation, circulation, and management of documents requiring directors’ signatures, including final contract versions, signature pages, and supporting materials, to ensure a standardized, efficient, and orderly director signing process.
Establish and maintain a comprehensive contract and document management system, ensuring the secure storage, systematic classification, and regular backup of original contracts and electronic copies, in order to meet audit, compliance, and internal management requirements.
Continuously monitor contract performance and validity periods, and, where necessary, assist in the processes for contract renewal, amendment, or termination, supporting the company’s ongoing compliant operations.
Provide assistance to directors and senior management with routine administrative and operational matters related to the Hong Kong office, including document coordination, liaison with external service providers, and other contract- and governance-related support activities.

Finance Functions:

Review and confirm settlement statements online through the company's internal system, push them to third parties (such as suppliers or clients) after ensuring data accuracy, and track the delivery status.
After validating settlement statements, coordinate with the finance department or external service providers to arrange invoice issuance, ensuring invoice content meets tax requirements and is issued promptly.
Proactively follow up on accounts receivable, including sending payment reminders, negotiating with debtors, and processing write-offs upon receipt to maintain healthy cash flow.
Carefully verify the accuracy of supply chain bills, including cross-checking against purchase orders, delivery records, and pricing terms, identifying and reporting any discrepancies or errors.
Urge counterparts to issue invoices in a timely manner, develop payment plans based on received invoices, bills, and related documents, and arrange payment processes to ensure on-time payments.
Execute payment operations, including bank transfers or electronic payments, followed by confirmation of write-offs to close the financial cycle.
Manage all financial transaction vouchers, including collecting, organizing, and digitally storing invoices, settlement statements, payment proofs, etc., ensuring complete, secure, and easily auditable records.

Job Requirements:

Education: Bachelor's degree or above, major not specified (business, management, or finance-related majors preferred).

Experience: Hong Kong local fresh graduates, or 1-2 years of experience in similar roles such as business assistant or sales assistant.

Skills:

Proficient in office software (e.g., Microsoft Office) and financial management systems.

Strong communication and coordination skills for handling contracts and financial matters.

Familiarity with Hong Kong local regulations, especially regarding contract signing and financial processes.

Working address：Unit 1805 18/F 8 HYSAN AVENUE CAUSEWAY BAY HK

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