Office Administrator

Job Summary:

The Office Administrator will manage daily administrative and reception duties to ensure smooth office operations and support various Harmonic Fund Services projects. This role involves supporting internal service functions as needed and assisting with data integrity.  The Office Administrator serves as the first professional point of contact for clients and visitors. The ideal candidate is proactive, organized, and capable of multitasking.

 
Essential Functions

• Provide operational support to the team and offer excellent customer service to stakeholders, resolving issues and answering queries.
• Assist with scheduling meetings, interviews, managing office and boardroom calendars, and coordinating travel arrangements.
• Complete administrative tasks such as updating files, organizing documents, and handling ad-hoc requests from the Partners and Executive team.
• Minute-taking for internal meetings

Reception Duties

• Monitor the front desk, greet and direct visitors, manage incoming calls, and handle inquiries professionally.
• Document management; Handle confidential documentation and correspondence. Manage incoming and outgoing mail, assist with document preparation and formatting, and liaise with courier vendors.
• Assist with Health & Safety programs and coordinate building safety compliance, including organizing fire warden and first aid training.

Office Management Support

• Assist in coordinating facilities and supplies, and liaising with building management, cleaners, and service providers. Handle repair or cleaning issues.
• Maintain office and kitchen supplies, ensure office equipment is functioning, and assist with general office maintenance.
• Maintain databases, update records, and assist in preparing reports for management. Ensure data integrity in Harmonic databases through accurate data entry and management.
• Assisting HR with admin tasks as requested.

Event Coordination

• Ordering & coordinating weekly lunch deliveries and monthly socials.
• Assist in planning company events, meetings, and other activities, including in-house or off-site gatherings.

Other Responsibilities

• Participate in special projects.
• Provide coverage for team members and support colleagues to ensure all work is completed.
• Other job functions as required.

 
Job Qualifications

• A university graduate with a professional accounting qualification (CA, CPA, CGA, CMA or equivalent)
• Minimum 2 years’ experience in a similar role working with complex securities and derivatives products

Knowledge, Skills & Abilities Required

• High level of expertise and technical knowledge of alternative investment products, the offshore financial services industry including system technology, portfolio valuation, accounting, share transfer and registration, prime brokerage, financing and custody
• A sound working knowledge of all Windows applications and ideally, knowledge of fund accounting applications
• Self-driven attitude and a strong work ethic
• Demonstrate a keen attention to detail
• Excellent interpersonal skills and strong team orientation
• Experience of relationship management and client service
• Excellent time management, organizational and prioritization skills
• Excellent communication skills, both verbal and written

Terms

• Full-Time Role
• On-Site at George Town office
• Compensation commensurate with qualifications and experience