Top Flight Basketball Co. Ltd Hiring! Work from Home Operations - Administration Coordinator in Hong Kong, Earn up to HKD 25,000 - Ricebowl

JOB DESCRIPTION

Operations & Administration Coordinator — Hong Kong

Effective Date: August 15, 2026

POSITION DETAILS

Job Title: Operations & Administration Coordinator — Hong Kong

Employer: Top Flight Basketball Co. Ltd.

Reports To: Vice President

Works Closely With: the Regional Business Development Manager & Coach on Hong Kong league, sponsorship, and enrollment-verification matters; the Hong Kong Head Coach/Director of Basketball Operations, who reports jointly to the Regional Business Development Manager and this role.

Location: Remote/work-from-home for the majority of the role. In-person presence is required for 2–4 hours on each of two weekdays per week, and from 9:00 AM to 4:00 PM on Saturdays, during the school year (no regular Saturdays over the summer, though occasional Saturdays may be required for special events). These are maximum in-person hours for a normal week; the Employer reserves the right to require additional in-person time for special events. Phone availability is required Monday–Saturday, 9:00 AM–5:00 PM. The Employer also reserves the right to require occasional Sunday attendance for a special event or schedule change, with at least 14 days' notice.

Employment Type: Part-time by hours, structured around deliverables and responsiveness rather than a fixed schedule. Target: approximately 20–25 hours/week for a skilled, efficient person.

Salary: HK$25,000/month.

Benefits: Mandatory MPF contribution, medical insurance, discretionary 13th-month bonus.

ROLE OVERVIEW

The Employer's single biggest operational weakness has been slow follow-up with customers, slow document turnaround during the weekend program, and a lack of easy access to the business for parents and vendors — issues that have already cost the business existing and potential customers. This role exists to close that gap directly: to be the organized, reliable presence who keeps invoicing, registrations, and communication running smoothly.

This role is deliberately structured around outcomes and responsiveness rather than hours logged. HK$25,000/month against an expected 20–25 hours/week is intended to attract an experienced, highly efficient professional — the effective hourly rate is well above a standard full-time admin role, in exchange for genuine skill and self-sufficiency rather than time spent in a chair.

CORE RESPONSIBILITIES

1. On-Site Session Coverage & Attendance

Be on-site for 2–4 hours on each of two weekdays per week, plus 9:00 AM to 4:00 PM on Saturdays, during the school year (no regular Saturdays over the summer, though occasional Saturdays may be required for special events), to manage attendance and be the visible, reliable point of contact for parents and vendors. The role is remote outside of these hours.

Be available by phone Monday through Saturday, 9:00 AM–5:00 PM, on days not on-site, to remain reachable for parent, vendor, and team communications.

On rare occasions, attend on a Sunday for a special event or schedule change, when given at least 14 days' written notice by the Employer.

Handle same-day document processing and turnaround during weekend program sessions — previously the single biggest source of customer frustration.

2. Customer & Family Follow-Up

Respond promptly to parent and prospective-family inquiries by phone, email, and messaging; ensure no lead or existing family goes without a timely reply.

Track re-enrollment across seasons and camps, and proactively follow up with families who lapse, to reduce avoidable customer loss. This is a light, ongoing habit — a simple tracked list of who registered last season and who didn't return — not formal statistical churn modeling.

3. Registrations & Document Processing

Process registrations, forms, and program documents quickly, especially around weekend program turnaround times.

4. Invoicing & Bookkeeping (Both Entities)

Own day-to-day invoicing and bookkeeping for both the Hong Kong and Bangkok entities using cloud accounting tools (e.g. Xero/QuickBooks), feeding accurate records to each entity's local accountant for statutory audit and filing. This role feeds and maintains the books; it does not replace the statutory local accountant each entity is required to retain.

Issue and manage invoices directly to partner schools, in addition to family billing, and communicate directly with each school's finance/accounts office on payment terms, invoice queries, and collection.

Provide the VP with monthly outcome summaries — cash position, invoice aging, sponsor payment status, and any red flags.

5. Vendor & Venue Coordination

Liaise with schools, venues, and suppliers for camps, clinics, and weekend sessions.

Serve as the primary point of contact with partner schools' athletic departments for scheduling, facility use, and day-to-day program coordination — distinct from the finance/accounts office relationship above, which covers invoicing and payment.

6. Systems & Automation

Help implement and maintain simple automation — auto-replies, scheduling tools, CRM workflows — to speed up follow-up and reduce manual admin.

7. Coordination with the League Coaching Team

Coordinate with the HK Head Coach and Assistant Coach on scheduling, ensuring vendor liaison (photographer/videographer/stat team, social media agency) is covered on session days — this role coordinates that coverage; it does not personally produce content or run game-day logistics, which sit with the Assistant Coach.

Resolve day-to-day scheduling conflicts arising from the HK Head Coach's dual reporting line, escalating to the VP or the Regional Business Development Manager only where the two lines genuinely disagree.

8. Enrollment Verification

Serve as the independent verifier of new-student and new-member enrollment counts used to calculate the Regional Business Development Manager's enrollment-based bonuses (Weekend Academy, Elite Program).

Maintain and reference the Baseline Roster (a snapshot of every enrolled student/member as of the day before the Regional Business Development Manager's contract term begins) and apply the 12-month lookback rule to confirm whether a student genuinely qualifies as new (i.e., not on the Baseline Roster, and not enrolled in that same program at any point in the preceding 12 months).

Certify the Verified New Student Count monthly, using student full name, date of birth, and parent/guardian contact (or a unique registration ID where available) as the matching criteria.

Where the Regional Business Development Manager disputes a rejected count, refer the underlying registration records to the VP for a final written determination — this role does not resolve disputes unilaterally.

9. Reporting to the Vice President

Provide the VP with regular written reports on cash position, invoicing status, enrollment verification outcomes, and any operational red flags.

10. Light Executive Support

Provide light administrative support to the VP and Founder as needed — tracking deadlines, payments, and key commitments — without taking on strategic decision-making responsibility.

11. Ad Hoc Research Support

When asked, gather raw factual information for the Founder or the Regional Business Development Manager's use — for example, pulling together a list of competing programs' prices, schedules, or social media presence from publicly available sources.

This is limited to data collection. Interpreting that data, drawing strategic conclusions, or making pricing/positioning recommendations sits with the Founder and the Regional Business Development Manager.

WORKING HOURS & SCHEDULE

This role is remote for the majority of the work. In-person presence is capped at 2–4 hours on each of two weekdays per week, and 9:00 AM to 4:00 PM on Saturdays, during the school year. During the summer, there are no regular Saturday sessions, though occasional Saturdays may be required for special events.

These are maximum in-person hours for a normal week; the Employer reserves the right to require additional in-person time for special events.

Outside of the in-person hours above, available by phone from 9:00 AM to 5:00 PM, Monday through Saturday, to support parents, vendors, and the team remotely.

The Employer reserves the right to require attendance on a Sunday for a special event or schedule change, provided at least 14 days' written notice is given.

COMPENSATION & BENEFITS

Salary: HK$25,000/month.

Benefits: Mandatory MPF contribution, medical insurance, discretionary 13th-month bonus.

WHAT WE'RE LOOKING FOR

Prior experience in administration, bookkeeping/accounts, office management, or customer service — sports, education, events, or hospitality backgrounds welcome.

Comfortable with cloud accounting/invoicing tools (Xero, QuickBooks, or similar), or a fast learner willing to pick them up. Experience invoicing institutional clients (schools, corporate accounts) is a plus, in addition to consumer/family billing.

Excellent written and verbal English; Cantonese a plus but not required.

Highly organized, efficient, and proactive — someone who delivers reliable results without needing to be told twice or to work long hours to get there.

Willing and able to work a mostly remote role with capped in-person hours — 2–4 hours on each of two weekdays, plus Saturdays 9:00 AM–4:00 PM during the school year, with occasional summer Saturdays or a Sunday (given at least 14 days' notice) for special events — and to be reachable by phone Monday through Saturday during business hours.

Comfortable interacting directly with parents, kids, and vendors in a fast-paced, informal sports

Pay: $25,000.00 per month

Benefits:

• Flexible schedule

Work Location: In person