Office and HR Admin

Job Summary
This position is responsible for management of the Hill’s Hong Kong Office including a wide range of services
to assure efficient operation, including but not limited to office facilities, equipment, supplies, maintenance
and vendors. This position provides assistance to the General Manager and coordination & administrative
assistance related to Human Resources activities; as well as day-to-day administrative support to the Hill’s
Asia team.

Principal Duties and Responsibilities
% Task
40 Office Administration
● Coordinate with AMEX and make travel arrangements including Flights, Hotels and Visas
● Manage corporate credit cards & check T&E claims
● Liaise with Mobile Operator for Sim Card connections and invoices
● Maintain Regional Commercial & Meeting Calendars
● Office management : Stationery, Employee Lockers, Courier Services, Business Cards
● Process and co-ordinate office-related expenses
● Update contact list and document storage list
● Ariba / Invoice processing, raising office-related PO’s (Purchase Order)
● Vendor setup as part of Master data process
● Process and track distributor damage claims
● Filing and support for Quarterly & Annual Distributor Agreements
● Coordinate Security, Health and Business Continuity activities like Fire Drills and Call Alert

20 Events & Activity Support and Communication
Supporting in planning and executing the organization events and activities including
● Annual Parties, Leadership Reviews, Workshops
● Engagement Activities - Live Better, DE&I, Women’s Network, Birthday Parties
● Support the CD/Marketing/PVA team in coordinating and organizing Commercial Activities
● Organizing Region Town Halls and the related communication
● Prepare Region Communication Videos and emails

20 HR Coordination
● Support Employee Benefits administration like Medical Insurance, Provident Fund, Health
Check Up, Mobile
● Support with the recruitment and onboarding process (Laptop, Joining Kit, Joining Documents)
● Support termination and exit process for employees
● Coordinate the facilitation of Training Programs and Workshops

15 GM support
● Executive Assistance support to GM such as calendar management, coordinate documents for
signing and approval, draft T&E claims, extensive travel arrangements

5 Others
● Make sure to keep the office environment neatly and productively
● Ad-hoc duties or project involvement upon assignment

100 Total Percent (not to exceed 100%)
This is not an exhaustive list of duties or functions.

HILL’S JOB DESCRIPTION

Education/ Experience Requirements
● Minimum Bachelor’s Degree
● Minimum 2-3 years’ experience in Office Coordinator and/or Executive Assistant positions, preferably
from a multinational company
● Experience in the FMCG industry is an advantage
● Excellent standard of English (oral and written), an additional Asian language is preferable
.
Expected Areas of Skills
● Digitally savvy using Google tools as well as an aptitude to learn in-house programs
● Strong relationship building and communication skills - ability to communicate to different levels in
the organization and external
● Proactively seeks ways to improve processes - a self-starter who is not afraid to take initiative
● High integrity and confidentiality
● Proven ability to manage multiple tasks and stakeholders
● Seeks to improve and continuously learn to grow and develop
● Being a team player
● Project management

Leadership & Function Competencies (Should match the Colgate Global Competencies)
● Planning/Priority Setting
● Communicate Effectively
● Teamwork and Collaboration
● Result oriented and executional excellence
● Managing ambiguity
● Excellent interpersonal and relationship building skills
● Demonstrates ethical, professional behaviour in all interactions.
Working Relationships (Key partnerships and reporting relationships)
● This position has no direct reports
● Position reports to HR Manager and dotted line to the General Manager

Travel Requirements
Expected percentage of travel: Up to 5 %