HR & Admin Assistant

Job Description

As HR & Admin Assistant, you will support Plain Vanilla's people operations and administrative functions by assisting with recruitment coordination, onboarding processes, HR documentation, and office administration. Reporting to the HR Business Partner, with secondary reporting lines to the Operations Support Manager and Finance Business Partner on relevant workstreams, you will support the smooth execution of HR processes and ensure that employee records, systems, and internal documentation are accurately maintained.

You will also provide administrative support across multiple teams - including HR, Finance, and Operations - by coordinating day-to-day administrative tasks, maintaining records, and supporting internal processes that keep the organisation running efficiently.

Key Job Duties and Responsibilities

Recruitment & Hiring Support

• Support recruitment activities including candidate sourcing and job postings across recruitment platforms such as JobsBank and Workstream.

• Coordinate interview scheduling between candidates and hiring managers.

• Assist the HR Business Partner in tracking, collecting, and filing completed interview forms and recruitment records to ensure proper documentation of hiring decisions.

• Support the administration of headcount requisition processes (when implemented), including coordination, tracking, and upkeep of related records.

• Lead end-to-end internship engagement administration, including sourcing coordination, liaison with schools and agencies, onboarding logistics, and maintenance of internship records and documentation.

• Support the HR Business Partner in coordinating with recruitment agencies.

• Assist with preparation of employment documentation, including:

• Part-time Key Employment Terms (KET)

• Full-time employment contracts and supporting documentation

• Assist with job description preparation and recruitment-related documentation.

Onboarding & Employee Administration

• Support onboarding processes for new hires, including:

• Sending welcome emails and announcements

• Updating Team PV WhatsApp group

• Updating EBER membership records

• Preparing new employee onboarding checklists (EDF forms, uniforms, name tags)

• Create and maintain employee profiles within StaffAny and other HR systems.

• Assign uniforms and coordinate onboarding materials with relevant teams.

• Maintain FOH onboarding checklists and coordinate with hiring managers to ensure timely completion and proper filing of all onboarding records.

HR Systems & Records Management

• Maintain personnel files (P-files) and ensure employee information is accurately recorded.

• Maintain and update employee organisational structure records where required.

• Serve as Docusign administrator for employment documentation.

• Manage and update the [Confidential Information] recruitment email alias.

• Support administration of employee benefits (such as IJOOZ AI access, birthday entitlements) and internal HR systems.

Employee Administration & HR Support

• Maintain employee updates and announcements, including birthday updates and internal notices.

• Maintain and update organisational charts to reflect team structures and reporting lines.

• Assist with probation review reminders and employee confirmation processes.

• Coordinate employee training registrations and maintain the WSQ training certificate tracker.

• Assist with preparation of HR letters, including:

• Certification of Employment

• Internship completion letters

• Letters of recommendation

• Other employment-related letters where required.

Office Administration

• Serve as a first point of contact for general enquiries, including monitoring shared email inboxes.

• Answer incoming phone calls and provide administrative support where required.

• Provide backup administrative support to the sales team where necessary.

• Assist with general office coordination and administrative tasks.

Finance & Documentation Support

• Assist with organising and filing financial documentation, including:

• Supplier invoices

• Service reports

• NETS FlashPay receipts

• Support Zeemart data export for supplier invoices (COGS) where required.

• Maintain organised filing systems for company HR, financial and operational documents.

Operations Support

• Assist with printing and preparation of operational forms and documents for stores (e.g. 3P forms and checklists).

• Provide occasional administrative support to the Store Operations team where requested.

General

• Complete other tasks as assigned by management.

Qualifications & Experience

• Diploma or equivalent qualification in Business Administration, Human Resources, or a related field.

• 1-3 years of experience in HR administration, office administration, or recruitment support.

• Strong organisational skills with attention to detail.

• Comfortable managing multiple administrative tasks in a fast-paced environment.

• Proficiency in Google Workspace and basic HR or administrative systems.

Success Traits

• Highly organised and detail-oriented

• Strong coordination and communication skills

• Flexible and adaptable, with a willingness to support administrative needs across teams as required

• Strong team player mindset, with a collaborative and supportive approach to work

• Comfortable managing documentation and administrative processes

• Able to work collaboratively in a fast-paced environment