Hong Kong Foods Commercial Operations and Admin Specialist

5 days ago

Jingyang District, China PepsiCo Full time HK$300,000 - HK$600,000 per year

Overview

We are seeking a detail-oriented and organized Commercial Operations & Admin Specialist to manage procurement, payment processes, and office logistics for our Hong Kong office. This role will focus on handling commercial, marketing, and G&A spend processes in SAP, overseeing invoice and budget tracking, managing vendor communications, and ensuring smooth office operations. The ideal candidate should have solid project management skills, be proactive and have strong communication skills, and be adept at coordinating with internal teams, external vendors, and stakeholders in a matrix organization.

Responsibilities

Procurement and Payment Processing:
o Create and manage Purchase Orders and Goods Receipts for commercial/marketing and G&A spends in SAP.
o Validate invoices and spend with cost center owners to ensure accuracy.
o Prepare and submit Accounts Payable forms for G&A expenses.
o Track invoice payment statuses and update vendors accordingly.

System Implementation: 
o Act as the owner of system maintenance, ensuring proper approvals to support the commercial team. (Skelta)

Business Registration and Compliance:
o Manage the renewal of Business Registration for all listed legal entities in Hong Kong.

Budget and Invoice Management:
o Oversee Procure-to-Pay (P2P) invoicing and budget tracking for G&A spend, collaborating with the finance team, IBM, and vendors.

Office Logistics and Vendor Coordination:
o Manage office supplies, equipment maintenance, security systems, and vendor coordination, including payment verification.
o Serve as the point of contact for the office landlord, handling related communications.
o Coordinate mailing and courier services, including business mail and product samples.

Communication and Administrative Support:
o Act as the primary point of contact for internal and external communications, ensuring timely responses.
o Support time-sensitive document approval processing. (company chop & sign off support)

Office Admin Duties:
o Conduct monthly facility inspections to ensure the upkeep of the Hong Kong office, escalating issues to the PGRE team as needed.
o Assist in organizing engagement programs and key festive arrangements for the office.

Qualifications

Bachelor's degree in relevant field
At least 3-5 years experience in FMCG. 
Prior experience in SAP administrative roles and working in a matrix environment like FMCG industry is a huge plus.
Must be knowledgeable in project management, SAP admin work, process design and improvement
Agile, customer-centric mindset
Must have demonstrated ability to manage multiple stakeholders internally and externally in previous work experiences

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