Job Responsibilities
1. Front Desk / General Support
- Provide administrative support to the management team, visiting business guests, and other staff members.
- Greet visitors manage the main phone line and general inbox handle incoming and outgoing correspondence (emails, phone calls, mail/couriers).
- Coordinate meeting room bookings and setup host guests with proper business etiquette.
- Draft and proofread official correspondence.
- Handle multiple tasks simultaneously and prioritise work effectively.
2. Administration / Office Operations
- Maintain office supplies and ensure office equipment is in good working order.
- Coordinate with vendors, suppliers and building management for office maintenance and supplies.
- Maintain company licences, contracts and records (including e-filing and registers).
- Arrange travel/hotel/transport assist in planning and organising company events/functions (e.g., business trips, annual D&D).
- Prepare simple expense summaries and invoice packs support finance month-end.
- Prepare and submit claims/records for department staff (overtime, leave, petty cash).
- Responsible for the Company's IT system and phone system perform ID administration, including creation/removal of system accounts (e.g., Email, Door Access Control System).
3. HR Support
- Assist recruitment: post jobs, screen resumes, schedule interviews and follow up.
- On/Off-boarding & changes: prepare offers, collect joining documents, keep personnel files, track probation.
- Maintain attendance/leave records organise employee benefits and training activities.
- Prepare documents and track progress for work passes/LOC/interns (where applicable).
- Work closely with the management team and provide support in administrative duties when assigned.
- Liaise with external providers (payroll/HR consultants) and compile data for payroll & compliance.
Other ad-hoc duties as assigned.
Qualifications:
- Diploma or higher qualification with minimum 3 years of relevant secretarial/administrative experience.
- Proficiency in using common office software and tools, such as Microsoft Office Suite.
- Good interpersonal skills, able to work independently under multi task.
- Basic knowledge of office equipment and technology.
- Fast learner, well-organised with a strong sense of responsibility and a positive attitude.
