Admin Specialist

JOIN OUR TEAM

Are you the one who thrives on collaboration, who believes in the power of teamwork to achieve extraordinary results? If the answer is yes, then we invite you to experience the difference of being part of Omada One

At Omada One, we don't just work; we collaborate, innovate, and celebrate success as a team. We understand that true excellence is achieved through the collective efforts of dedicated individuals, and we are on the lookout for like-minded professionals who share our passion for collaboration and teamwork.

Job Description:
Administrative Assistant
POSITION OVERVIEW:

We are seeking a Senior Administrative Assistant to support our Hong Kong office operations, with additional responsibility for document handling, client communications, and light accounting-related tasks. This role is critical in ensuring seamless communication between clients, vendors, and consultants while maintaining the integrity of document and data management processes.

The ideal candidate will be detail-oriented, highly organized, and capable of handling confidential information with professionalism. Experience in administrative support within an accounting, tax, or professional services firm is preferred.

KEY RESPONSIBILITIES
Client & Call Management

·       Manage incoming calls, including international clients (25% outside Asia TZ, primarily Pacific West Coast).

·       Take detailed client messages and forward them promptly to the relevant tax consultant.

·       Assist in expectation-setting with clients, ensuring professionalism and clarity.

·       Conduct outbound calls to the tax department and other agencies when required.

·       Coordinate SIP trunk communications for voice traffic and ensure availability during core hours.

Document Handling & Lodgment

·       Receive and manage incoming documents via postal mail, couriers, and local posts (HK Post, US Postal Service, DHL, etc.).

·       Process tax-related documents, audited accounts, invoices, receipts, and signed client forms.

·       Ensure accurate collation and lodging of tax returns and related documentation.

·       Conduct quality checks on document packs prior to lodgment (correct addresses, completeness, mailing labels).

·       Coordinate with couriers for timely and secure delivery of documents to designated locations (e.g., Austin, Kansas, Ohio).

Administrative Support

·       Manage vendor relationships for Hong Kong-based supplies and services.

·       Handle couriers, office supplies, and general admin requirements (e.g., water, utilities).

·       Scan and distribute relevant documents to engagement staff while ensuring proper logging and record-keeping.

·       Maintain organized records of documents, invoices, and correspondence.

·       Support client meetings and account management tasks as needed.

QUALIFICATIONS AND SKILLS

·       Bachelor's degree in Business Administration, Accounting, or a related field preferred.

·       At least 3–5 years of administrative experience, ideally in accounting, tax, or professional services.

·       Strong organizational and multitasking abilities with attention to detail.

·       Excellent communication skills (verbal and written, English required).

·       Familiarity with document handling for tax or accounting processes preferred.

·       Basic knowledge of accounting support tasks (invoice processing, validation, record management).

·       Proficient in MS Office Suite (Word, Excel, Outlook) and comfortable learning new systems.

·       Ability to work across time zones and coordinate with both local and international stakeholders.

KEY COMPETENCIES

·       Professionalism in client-facing interactions.

·       Proactive problem-solving and ability to chase up pending tasks.

·       Strong sense of responsibility and confidentiality.

·       Flexibility to adapt to evolving business needs.

·       Team player with leadership potential to guide less experienced staff if needed.

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