SEEK Asia Style Guide

OFFICE MANAGER – Hong KongAir Charter Service (HK) Limited
OFFICE MANAGER – Hong KongAir Charter Service (HK) Limited
Job Highlights
  • administration
  • administrator
  • assistant
Job Description

Have you ever stopped to consider how your favourite bands transport all their equipment when they go on a global tour? Or how about how the cars and motorbikes of the F1 or MotoGP make it to every session, in every location, even if there are only a few days in between races?


The answer is people like us.


Air Charter Service was established in 1990 in the basement of our chairman’s home and today employs over 400 people globally, across 21 offices on six continents. Not only do we offer aircraft charters in the private, group and cargo sectors, but also further services such as onboard couriers, holiday packages and concierge services. We’re not just the largest charter brokerage in the world, but also the largest charter family, holding those same values that started this business at the core of everything we do.


If you join us you’ll start your career as the Office Manager of Air Charter Service Hong Kong, the Regional Headquarters for ACS in Asia Pacific.


During your first 6 months with us you will work closely with the Regional Director learning on the job, as well as undertaking administrative training and ACS familiarisation at our Global Headquarters in London.


To find out more about what Air Charter Service does please view:


Your role will include:



    • ISO Audit 9001:2015 & ISO 14001:2015 including CRM audit and premises audit, weekly facilities report , legislation register , register of environmental impacts and Improvement log sheet
    • Maintain the Trello update of HKG office
    • Coordinate the full life cycle of the recruitment process between the Director and Human Resources
    • Liaise with candidate attraction sources i.e. Universities, Recruitment Agencies, recruitment website
    • Handling Internship scheme with school council
    • Manage the Careers mail Inbox
    • Screen CV and arrange online test with candidate
    • Conduct Phone interview with candidate and prepare tele-screen document
    • Arrange face to face interview between candidate and director
    • Arrange Shadow day for candidate 
    • Update the recruitment figures weekly
    • Collect all documents back from new employees as soon as possible and send copies to Human Resources in a prompt and timely manner
    • Draft employee contract and offer letter
    • Conduct Health & Safety Induction, IT security test for all new employees on first day
    • Working Visa/ Training Visa application / Renewal of foreign employee
    • Liaise with relevant company: medical etc. applicable to local law
    • Work alongside Human Resources with keeping a tracker of the file audit for the employees and submit this to HR each quarter
    • Organise appraisal of all staff twice per year
    • Maintain Record holiday & sickness of online system and update no paid leave with account department 
    • Maintain the attendance record and arrival time of all staff
    • Ensure enough office coverage in public holiday
    • Conduct the leaver checklist, property return list, main door code changing and reference letter


    • Maintain general tidiness and smart appearance of the office and meeting room diary
    • Assisting Sales team with travel prices for ant travel requirements, producing Travel Request Forms and book travel as required
    • Ensure stationery/marketing cupboards are kept fully stocked
    • Print, organise and file Group Board documents (including sensitive information, regarding which discretion is essential) for the Director and Monday morning meeting reports
    • Open and distribute post to the relevant recipient
    • Minute taking for Shanghai, Beijing , HK, Sydney BOD
    • Diarise and prepare for visits to ACS by suppliers, customers or interviewees, greet and welcome guests on arrival and introduce the visitor(s) to appropriate employee(s)
    • Oversee the co-ordination charity events for ACS
    • Arrange ACS activities like Annual Dinner, Xmas party, Junk Trip, CNY Dinner etc.
    • Arrange courier and prepare direct marketing material postage
    • Manage the meeting room availability
    • Pre-order birthday cakes and card for colleagues
    • Ensure the consumables goods are fully keep stock and order on time
    • Make sure the office facilities is on smooth operation with management office
    • Update the telephone global call record
    • Coordinate with Insurance company including medical Insurance , office Insurance and travel Insurance



We’re looking for:

  • A hard-working team player
  • Excellent attention to details
  • Exceptional communication skills
  • A high sense of urgency 
  • Fluency in the local language is essential; a second language is an advantage
  • Ability to thrive working under pressure



  • Competitive salary
  • 20 days holiday per year, which increases with length of service
  • Private healthcare and pension
  • Career development opportunities
  • A friendly, fun and exciting environment surrounded by some of the best in the industry



Additional Information
Career Level
Years of Experience
Not Specified
Employment Type
Full Time
Dental insurance, Medical insurance, Performance bonus
Company details

Air Charter Service is a globally recognized aviation brokerage, sourcing all categories of passenger and cargo aircraft for a diverse client base. Since we began, 25 years ago, we have grown rapidly to become a market leader in our field. Annually, we handle over 10,000 charter contracts and our revenues are exceeding almost half a billion dollars per year.Our headquarters in London and our growth strategy has taken us to 20 international offices.