Business Operations & Administrative Assistant

Job Summary

We are seeking a proactive, reliable and highly organised Business Operations & Administrative Assistant to support the day-to-day operations of the company.

The role involves a broad range of responsibilities, with a strong focus on business operations administration, project coordination and project management, general office support, driving duties and ad-hoc tasks. The successful candidate will work closely with management, colleagues, suppliers, external partners and, where required, clients to ensure that operational, administrative and project matters are handled efficiently and professionally.

This position is suitable for someone who is adaptable, hands-on and comfortable managing different priorities in a fast-paced working environment.

Key Responsibilities

1. Business Operations & Administration

• Support the day-to-day administrative and operational activities of the business and associated companies under the same management.
• Handle correspondence, scheduling, filing, documentation and general office administration.
• Coordinate with internal teams, suppliers and external service providers.
• Assist management with operational tasks, coordinate actions and follow up on outstanding matters to ensure timely completion.
• Identify and assist in resolving day-to-day operational issues.
• Support the operational needs of the Company, any Group Company, or any client projects as assigned.

2. Project Management & Coordination

• Assist with the planning, coordination and delivery of business projects from initial preparation through to completion.
• Coordinate project timelines, action points, documentation and communications with internal teams, suppliers and external parties.
• Monitor project progress, follow up on outstanding actions and help ensure deadlines and agreed deliverables are met.
• Prepare and maintain project records, trackers, reports, meeting notes and supporting documentation as required.
• Support management in identifying project issues, coordinating solutions and following through to completion.

3. Driving & Vehicle Management:

• Provide occasional driving support for company business as required, which may include transporting executives, team members, clients, or company materials.
• Assist with company vehicle-related matters when needed, such as arranging servicing, cleaning, insurance, MOT, and road tax.
• Adhere to all applicable traffic laws and safety requirements.

4. General & Ad-Hoc Support

• Perform any other ad-hoc duties as reasonably required by the Company, including duties for associated companies or entities under the same management.
• Be available for on-call tasks and demonstrate flexibility in working hours, including evenings and weekends when necessary.
• Travel between the office, client units and other business locations as required.
• Provide administrative support related to client properties, including managing rental documentation, bills and contracts, where required.
• Assist in problem-solving for unexpected operational incidents, coordinating with suppliers or relevant parties and following up to ensure timely resolution.
• Manage and organise company, project and relevant client-related documentation and records.
• Assist with the procurement of office supplies, manage stock levels and support the organisation of company events and meetings.

Qualification Requirements

Education

• Bachelor’s degree or equivalent qualification preferred.

Essential Skills & Requirements

• Fluent in Cantonese, Mandarin and English, with strong verbal communication skills.
• Valid and clean UK driving licence with a minimum of 5 years of driving experience.
• Good administrative and organisational skills.
• Strong interpersonal and communication skills, with the ability to communicate professionally with clients when required.
• Proven expertise in vehicle maintenance and mechanics, including fault analysis and repair.
• Ability to manage multiple tasks and priorities effectively.
• Ability to work independently while also working effectively as part of a team.
• Proactive, responsible and adaptable approach to work.
• Professional and discreet when handling confidential company, project and client information.
• Proficiency in Microsoft Office, including Word, Excel, Outlook and PowerPoint.
• Must have the right to work in the United Kingdom.

Desirable Skills

• Experience in project coordination, projec…