HIC Bespoke studio Ltd - PA and Office Administrator
About the Company
HIC is a UK-based import company, sourcing furniture, fire doors, flooring, and fit-out materials from Chinese manufacturers for UK construction projects. We are a fast-growing team and need people who can operate independently and are smart and proactive.
Role Overview
We are looking for a detail-oriented, well-organised Personal Assistant and Office Administrator to help manage trade-related documentation between UK and China, while also supporting the director's day-to-day administrative and secretarial needs.
Key Responsibilities
Administrative & Secretarial Support
- Act as the director's secretary, assisting with related administrative tasks
- Maintaining accurate HIC digital filing systems
- Preparing meeting agendas and coordinating conference arrangements
Client Requirement Coordination
- Receive product orders from UK clients and confirm details: product name, specifications, quantity, price, packaging, origin, shipping schedule, payment terms, and certificates etc.
- Maintain professional written correspondence with UK clients (responding to enquiries, quotations, and delivery update)
- Scheduling appointments, meetings, and site visits for the team and client when needed
- Taking detailed and accurate meeting minutes and distributing them to relevant parties
Quotation Preparation
- Prepare and organise quotations based on product specifications, quantity, packaging method, and delivery terms (FOB / EXW / CIF)
- Provide quotations to UK clients based on procurement results from China
Sourcing, Enquiries & Price Comparison
- Send purchase orders (PO) to our China team and carry out price comparisons once client confirmed
- Consolidate Chinese supplier quotations and build and maintain a supplier cost comparison sheet
Order Process Management
- Organise purchase contract terms, ensuring contracts are consistent with quotations and orders
- Follow up on import/export shipping schedules to ensure smooth transport timelines to the UK
- Send client invoice for related orders
Other
- Business travel might needed
Requirements
- Legally entitled to work in the UK
- Fluent in Mandarin and English (Cantonese a plus), able to handle business correspondence and basic document translation
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) skills, able to organise quotation, cost, and order data
- Prior experience in documentation, administration, or trade assistant roles preferred
- Detail-oriented and organised, able to manage multiple orders and documents at once
- A proactive and professional approach with the ability to work independently and as part of a team.
- Strong cross-cultural communication and negotiation skills, able to coordinate effectively between Chinese and UK parties
- Candidates without experience but with a strong willingness to learn are also welcome
We consider an individual’s skillset and experience to determine final salary. The actual offer will be at the company’s sole discretion and determined by relevant business considerations, including the final candidate’s qualifications, years of experience, skillset, and geographic location.
Location : NW4 4AU
Work phone and laptop provided
Salary: £26-28K
Start Date: Immediate
28 days paid annual leave a year
Pay: £26,000.00-£28,000.00 per year
Benefits:
Work Location: In person
