The Admin Officer will contribute to the smooth and error free running of the Hong Kong office by providing administrative support to the Operational team and others who require administrative assistance. Duties include (but are not limited to) the efficient and accurate handling of all documents relating to the core business and other company documentation/correspondence. All duties must be carried out within defined service and quality standards.
Operational administrative support:
Receive mail on a daily basis and sort by document type.
Scan and route priority items immediately.
Check documents for missing information and against other agreed criteria.
Scan documents accurately and efficiently, making sure each page is legible.
Perform the validation process accurately and efficiently.
Re-index documents accurately and efficiently.
Route documents to the appropriate work queue.
File hard copies of documents in daily batches for storage.
Other office administration duties
Take responsibility for outbound and inbound mail/documents, including dealing with couriers and binding of documentation.
Manage all stationary and supplies; ensure that stocks are stored and distributed as required, take responsibility for replenishment in line with business need and handle payment of suppliers.
Assist with travel and accommodation bookings
Day to day maintenance of copiers and printers.
Any other duties commensurate with the level of the role.
Compliance and Security
Establish and maintain up-to-date personal awareness of all legislative, regulatory and Company-specific rules, policies and procedures related to performance of the role.
Ensure consistent compliance with legal, regulatory and Company standards in line with underwriter requirements.
Pay particular attention to the Company’s Information and Data Security policies when accessing and using all Company systems which may provide access to sensitive information assets, and strive to maintain the highest possible standards of information protection at all times.
Take individual responsibility for accessing only the systems, records and information required to perform the role.
Treat all data contained within those systems in a manner consistent with the Company’s Information and Data Security policies, and in line with the confidentiality clauses provided within the employment contract.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED
A good general standard of education
Relevant previous experience in an administration role, preferably within the insurance or financial services sector
Knowledge of health insurance practices
Basic computer skills
Able to work extended hours on occasion when required.
Willingness to learn and understand the company’s products and plans.
Flexible approach to work requirements; willing to support colleagues as needed to achieve company targets.
Strong organisational skills – able to independently assess and prioritise own workload against Key Performance Indicators.
Excellent written and spoken English and Chinese. Additional local language skills are desirable.