Job ref no.: CT3120081-01#2706

HKG - Department Secretary and Technical Administrator, IT

Clifford Chance LLP

This is a hybrid role acting as team secretary for the IT department and other business services directors or managers as well as technical administrator for all IT procurement and invoices. The role is broad in scope and multi-dimensional in its tasks.
  • Development and maintenance of processes and procedures that promote effective functioning of the IT department's administration tasks
  • Assist in the tracking of the IT budget matching any procurement requests with agreed budgeted items or project related items
  • Assist other staff as required with smaller project/task work ensuring that skill transfer occurs
  • Assist with vendor management of all Hong Kong and regional vendors
  • Manage IT procurement tasks for all Asia offices ensuring alignment to global procurement policies
  • Manage all invoices ensuring proper approval processes followed and invoices paid on time
  • Maintenance contract management - Ensure suitable maintenance contracts in place at all times for all key services and systems, track expiry dates and notify management in advance of maintenance contracts expiring
  • Software licensing management – track all software licenses and notify management in advance of any licenses expiring
  • Team administration tasks - provide administrative assistance to the Hong Kong IT team as required. This includes areas such as travel planning, flight & hotel bookings, approvals for overtime and expenses, form processing, updating minutes etc.
  • Provide secretarial support to assigned business services directors and executive managers
  • Tracking and monthly reporting of major Opex and Capex expenditure, highlighting any variances to budget
Key Responsibilities:
  • Assist the IT Management team and assigned business services directors and executive managers in their daily administration including meeting preparation, diary management, travel and meeting management
  • Assist in management reporting including collation of information and statistics
  • Provide ad hoc project coordination and assistance for IT or general office projects
  • General administration support for IT dept ensuring all staff adhere to firm policies around planned and unplanned absences
  • Assist with vendor management to build relationships with key suppliers across the region
  • Manage and track all procurement services for the region ensuring contracts are aligned to budgeted items or agreed project spend
  • Assist with SLA and contract management
  • Track and report against all maintenance contracts highlighting in advance any hardware maintenance that is due to expire
  • Track and report against all software licenses highlighting in advance any that are due to expire
  • Track and maintain all IT contracts and ensure they are entered into a database
  • Manage all invoices and ensure they are charged to the correct cost centre, aligned with a previous contract, correctly approved and paid within the agreed timeframe
  • Assist with asset management including software and hardware. Including updating any inventory database within the region
  • Capture the minutes and actions from the weekly IT Management Meetings and the Regional IT team meetings, chasing individuals to update on any action items
  • Organize oversees travel and accommodation for staff as requested
  • Organization of the activities and other ad-hoc team/ social events i.e. regional IT training day
  • Min of 5 years secretarial experience managing all administrative aspects of a department or team (experience within a technical dept would be advantageous)
  • Experience managing procurement activities with multiple suppliers, including invoice management
  • Excellent spoken and written English language skills
  • Highly organised and self-motivated with the ability to work with minimum direction (a self-starter with ability to take the initiative)
  • Strong interpersonal skills with a "can do" attitude towards problem solving
  • Excellent Microsoft Office skills and experiences especially with Word, PowerPoint and Excel
  • Strong planning and organizing skills with excellent attention to details
  • Flexible and adaptable, committed and enthusiastic
  • Strong team player willing to collaborate with others for the greater good

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