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Office Manager

Job Title: Office Manager
Contract Type: Part-time
Location: Mid-Levels
Salary: To be negotiated
Start Date: official start: January 4th 2017 (training mid November 2016)
Duration: permanent
REF: #A538
Contact Name: Marie Marchand
Contact Email:
Job Published: over 3 years ago

Job Description

About City Kids Preschool & Playgroup

City Kids is a small, not-for-profit, English speaking, Early Years Centre with a strong focus on creating a nurturing and welcoming environment for our students, parents and staff. City Kids operates a Preschool and Playgroup for children aged between 10 months and 5 years.  The operation of these programs is guided by our vision that play is fundamental to the safe, happy and healthy development of young children as they begin their early years education.

POSITION AVAILABLE: Office Manager (Part time)

We are looking for a part time Office Manager who will embrace the culture and values of City Kids. This position’s main responsibilities are to manage the school office, provide full administrative and clerical support to the Head of Playgroup and Preschool Principal, together with managing the full finance responsibilities of the school. This is an autonomous role and you need to be comfortable being independent and making decisions.


  • Reports to Preschool Principal and Head of Playgroup
  • Job is shared with another Office Manager
  • Regular meetings with Board Treasurer and finance committee



  • Issue invoices to customers & ensure fees are collected and recorded
  • Manage banking responsibilities
  • Managing full Payroll and MPF processes
  • Accounts payable and receivable
  • Maintain petty cash fund
  • Monthly Account Reconciliations
  • Monthly analysis of financial position and reporting to the Board
  • Preparation and monitoring of forecasts and budgets
  • Manage annual audit responsibilities
  • Maintain an orderly accounting filing system
  • Comply with Inland Revenue and Companies Registry reporting requirements
  • Communication with Bank, Inland Revenue and Education Bureau representatives
  • Employment documentation
  • Attend to annual fee increase application with Education Bureau

Preschool & Playgroup:

  • Provide full administrative and clerical support to the Preschool Principal and Head of Playgroup
  • Manage the day to day running of the school office
  • Answer and respond to all telephone queries
  • Helps co-ordinate opening and closing of school during adverse weather warnings
  • Assist with advertising & marketing duties
  • Monitor supplies and reorder as necessary, within approved budget guidelines
  • Communication with parents, staff and suppliers
  • Assist with AGM documentation, reports and notification
  • Maintain preschool and playgroup contact lists
  • Oversee and maintain a wide variety of records and reports, including student & staff records
  • Receive student applications and maintain databases
  • Maintain student files, attendance and contact lists
  • Create forms and newsletters
  • Manage school calendar
  • Respond to waiting list queries


Applicants must have:

  • Excellent interpersonal, oral and written communication skills with a positive disposition
  • Accounting qualification preferred and minimum of 2 years experience in a finance role
  • Minimum of 2 years of administration or office management experience, preferably in a school office setting
  • Experience with QuickBooks or similar accounting packages and be proficient in full suite of finance functions and responsibilities
  • Broad experience with Microsoft Office including advanced Microsoft Word and Excel skills
  • Ability to work effectively as a member of the team and work with diverse range of people
  • Ability to perform multiple tasks simultaneously, whilst experiencing continual interruptions
  • A knowledge of school operations, policies and procedures and regulations affecting school operations
  • HK ID card and appropriate working visa required

Required Ability to:

  • Maintain strict confidentiality
  • Maintain accurate and detailed records
  • Maintain positive relationship with students, staff, parents and the public
  • Perform all duties in accordance with applicable Board policies, District and legal requirements.
  • Meet and maintain punctuality and attendance expectations.