Job Summary
The Administrative and HR Assistant will be the operational backbone of the office, managing daily administrative tasks while providing essential support to the HR and Finance departments. This role requires a detail-oriented individual with strong Microsoft Office skills and a proven track record in payroll and basic accounting.
Key Responsibilities
1. Office Management & General Administration
- Oversee daily office operations, including managing supplies, facility maintenance, and vendor coordination.
- Serve as the primary point of contact for internal and external inquiries via phone and email.
- Coordinate complex schedules, meetings, and travel arrangements for management.
- Maintain organized physical and digital filing systems to ensure document security and easy retrieval.
2. Human Resources Support
- Support the full recruitment lifecycle, including posting job ads, screening resumes, and coordinating interviews.
- Facilitate employee onboarding and offboarding, ensuring all documentation is accurate and compliant with labor laws.
- Maintain and update employee records, including leave tracking, medical claims, and personnel files.
- Draft HR correspondence such as offer letters, contracts, and policy updates.
3. Payroll & Finance Functions
- Administer payroll by calculating pay, verifying attendance/overtime, and processing statutory filings (e.g., CPF, IRAS).
- Handle basic bookkeeping tasks, including processing Accounts Payable (AP) and Accounts Receivable (AR) invoices.
- Manage petty cash, staff expense claims, and bank reconciliations.
- Assist in month-end financial closing and prepare basic financial reports for management.
Required Skills & Qualifications
- Experience: Minimum 2-3 years of experience in an administrative role with direct exposure to HR and accounting/finance functions.
- Education: Diploma or Bachelor's degree in Business Administration, Human Resources, Finance, or a related field.
- Microsoft Office Proficiency:
- Excel: Advanced skills (VLOOKUP, Pivot Tables, formulas) for payroll and financial tracking.
- Word: Proficiency in document formatting, templates, and mail merge for official correspondence.
- Outlook & PowerPoint: Strong calendar management and presentation design abilities.
- Technical Knowledge: Familiarity with HRIS software and accounting platforms (e.g., Xero, QuickBooks).
- Soft Skills: High level of discretion for handling confidential data, exceptional organizational skills, and clear communication.
