Assistant Administration Manager, New York

Hong Kong Trade Development Council•New York, NY

6d•Onsite

About The Position

This is a hands-on, stand-alone role for someone who can oversee day-to-day office administration and own bookkeeping/accounting operations, ensuring smooth office operations and accurate financial records. Candidates must be currently authorized to work in the United States without the need of employer sponsorship for a non-immigrant visa such as a H-1B, TN, or O visa. We do not support or provide training for STEM/OPT programs.

Requirements

Bachelor’s degree, preferably in Business Administration or a related discipline.
Minimum 10 years of relevant experience in both office administration and accounting roles.
Accounting experience with knowledge of accounts payable, including federal/state payroll withholding taxes.
Excellent written and spoken English.
Proficient in Microsoft Word, Excel, and PowerPoint.
Strong communication and interpersonal skills; effective team player.
Independent, well-organized, self-motivated, and detail oriented.
Experience as the sole or primary accounting/bookkeeping person in a small office.
Able to work on-site 5 days a week in Midtown Manhattan.

Nice To Haves

Marketing experience is an advantage.
Proficiency in Chinese is an advantage.
Marketing experience is a definite advantage.
Proficiency in Chinese is a definite advantage.

Responsibilities

Handle semi-annual filings under the Foreign Agents Registration Act (FARA).
Manage medical insurance enrolment/termination, including the annual enrolment exercise.
Manage pension enrolment/termination, monthly statements, quarterly reports, and the annual census.
Coordinate visas and related matters for expatriate staff.
Provide general administrative and office management support for the New York Office and Hong Kong Centre, including coordinating with building maintenance and third-party service providers to keep the office operational.
Provide office administration support for a small in-person office.
Ensure compliance with Council policies and applicable local regulations.
Ensure Financial Guidelines are properly followed and executed.
Perform full-cycle bookkeeping in accordance with corporate guidelines.
Support month-end close, perform account reconciliations, and prepare payroll data.
Own accounts payable (AP) and accounts receivable (AR) processes.
Coordinate payroll processing and related filings.
Manage employee expenses and reimbursements.
Manage vendors and maintain vendor records.
Perform any other duties as assigned by supervisor.