Senior Administration Executive

Purpose of the Job

Senior Administration Executive provides administrative, commercial, and operational support to the Sales team and General Manager in a fast-paced wine and spirits business. This role is responsible for coordinating sales activities, managing reporting and documentation, and ensuring smooth day-to-day execution across order processing, pricing, promotions, and internal communication. The ideal candidate brings strong coordination skills, commercial awareness, and prior experience in beverage, FMCG, or related trading environments.

Responsibilities

• Provide administrative support to the General Manager, including coordination of schedules, travel, meetings, and expense documentation where required.
• Responsible for visas application, travel arrangements (both domestic and international travel), including flight booking, hotel reservations and transportation as necessary
• Handle general office administration, including office supplies, facilities coordination, filing, courier arrangements, travel bookings and meeting logistics for the business unit
• Coordinate daily sales administration, price list maintenance, promotional setup, and customer documentation.
• Support the Off Trade and Corporate Sales team in preparing quotations, proposals, presentation materials, sales reports, and account updates.
• Order Management & Customer co-ordination for Key Accounts.
• Maintain accurate records of customer agreements (contract log). 
• Monitor inventory availability and highlight stock risks or supply issues that may affect customer orders or promotional plans.
• Prepare regular sales reports, performance trackers, and business summaries to support management review and decision-making.
• Help ensure compliance with internal controls, approval processes, and any governance requirements.
• Handle ad-hoc tasks as required

Requirements

• Diploma or above in Business Administration, Marketing, or related disciplines
• Minimum 6 years’ experience in supporting senior executives and providing comprehensive departmental support
• Good team player. Excellent communication and interpersonal skills, confident interface with all levels of staff and senior stakeholders professionally
• Able to work independently with minimal supervision. Ability to multitask and work under pressure
• Logical, good judgement in addressing multiple priorities concurrently
• Proactive and strong administrator and organizer, with excellent attention to detail
• Previous experience in working with Key Accounts advantageous
• Strong written and verbal communication skills in English and Chinese (Cantonese)
• Proficiency in MS Office including Word, Excel and PowerPoint
• Candidate with less experience will be considered as Administration Executive