Position Overview

We are seeking a highly organized, proactive, and detail-oriented Project Management & Administrative Associate to oversee all back-office functions, procurement, accounting, human resources, and general administration for Zetamotion’s Hong Kong operations and support other offices as needed. This role will also work closely with the CEO, ensuring seamless execution of projects, operational efficiency, and strategic administrative oversight.

The ideal candidate thrives in a fast-paced environment, takes ownership of tasks, and anticipates needs before they arise. This is an opportunity to play a critical role in supporting a high-growth AI company while gaining direct exposure to leadership and strategic decision-making.

Key Responsibilities

Education

• Project Management & Executive Support
• Act as Project Administrator for client projects, including:
• Taking detailed meeting minutes.
• Tracking and managing internal and external correspondence.
• Ensuring projects stay on schedule and key action points are followed up.
• Work closely with the CEO, providing organizational and operational support to streamline strategic initiatives.
• Accounting & Financial Coordination
• Handle daily bookkeeping for Zetamotion’s Hong Kong and UK offices.
• Perform bank reconciliations and coordinate with accountants for financial reporting.
• Assist with Annual Returns submission and annual audits in collaboration with external accountants.
• Human Resources & Office Administration
• Oversee HR processes related to Zetamotion’s Hong Kong office, including onboarding and payroll coordination.
• Serve as the primary liaison with HKSTP on office leasing and funding matters.
• Administer government funding program documentation to ensure timely reimbursements.
• Oversee ISO 9001 & ISO 27001 recertification processes, ensuring compliance with international standards.
• Manage general administrative duties to ensure smooth office operations.
• Procurement & Vendor Management
• Source and procure devices based on technical team specifications.
• Manage the end-to-end procurement process, ensuring timely and cost-effective delivery. Maintain accurate procurement records, track inventory, and optimize supplier relationships.
  
  

Qualifications & Skills

• Bachelor’s degree in Business Administration, Management, Accounting, or a related discipline.
  
  
  

Experience & Attributes:

• Minimum 1 year of experience in procurement, administration, finance, or project management.
• Meticulous attention to detail – nothing escapes your notice!
• Highly proactive and self-motivated, with the ability to anticipate needs and take initiative.
• Strong sense of ownership, accountability, and pride in delivering high-quality work.
• Ability to work independently, while also collaborating effectively with cross-functional teams.
• Proficiency in Google Workspace (G-Suite), accounting tools, and virtual communication platforms.
• Excellent command of written and spoken English; knowledge of Mandarin or Cantonese is an advantage.
  
  
  

What We Offer

• Competitive salary in a high-growth AI company.
• Hybrid or fully remote flexible working environment.
• Direct exposure to executive leadership and strategic projects. Opportunities for career growth working on cutting-edge AI innovations in industrial vision
  
  
  

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