HR & Office Administrator provides comprehensive executive and personal support, including scheduling, correspondence, travel coordination, and meeting arrangements for senior management. Manages office administration, facilities, procurement, IT assets, documentation, and ensures smooth daily operations and compliance with processes as well as supporting HR functions.
Key Responsibilities:
- Stakeholders scheduling and Coordination
- Schedule meetings, appointments, and events for Senior Management and Directors.
- Provide timely reminders and coordinate attendance with internal and external stakeholders.
- Track pending matters, ensure timely closure, and provide regular updates to Senior Management.
- Manage correspondence, calls, and messages with professionalism and discretion.
- Assist with personal errands.
2. Travel & Logistics Coordination
- Prepare detailed travel itineraries and manage last-minute changes efficiently.
- Coordinate schedules with company drivers and ensure seamless transportation arrangements.
3. Office Administration & Facilities Management
- Manage cleaner and upkeep office upkeep and cleanliness.
- Maintain fire extinguisher, stationery and pantry inventories.
- Manage mail, meeting rooms, warehouse inventory.
- Coordinate office/aircon servicing and filter replacements.
- Support office lease, office and motor vehicle insurance renewals.
- Act as key point of contact for office administration to liaise with building management, vendors and service providers
4. Claims, Payments & Procurement Support
- Oversee general office operations, including procurement of stationery and pantry supplies.
- Maintain proper filing systems and ensure accurate documentation of records and reports.
- Process Directors claims and follow up payments.
- Submit company driver's claims on behalf.
- Assist procurement per SOP (3 quotes).
5. IT & Asset Administration
- Setup PC/printer/office access for new staff.
- Liaise with IT team for troubleshooting.
- Maintain mobile lines, DID lines, security access, CCTV, IT inventory, and warranties.
6. Document & Records Management
- Scan signed documents for Finance.
- Arrange courier/mailing of documents.
7. Meetings & Communication Support
- Setup virtual meetings upon request by Senior Management and Directors.
- Coordinate documents requiring Senior Management and Director's signatures.
8. HR & Recruitment Support
- Assist the HR team with recruitment activities, including resume screening and interview coordination.
- Process employee claims (e.g. medical, dental, transport, and other reimbursements) accurately and in a timely manner, ensuring compliance with company policies.
- Liaise with employees to verify claim submissions and resolve discrepancies where required.
- Administer group insurance matters, including employee movement (enrolment, updates and terminations), and claims submissions, queries and utilization.
- Provide administrative support for HR-related matters as required.
9. Ad Hoc Responsibilities
Job Requirements:
- Minimum Diploma or Institute of Technical Education (ITE) certificate.
- 3 years of relevant working experience in an Executive/Personal Assistant or similar role is preferred.
- Proven experience in managing complex travel arrangements and itineraries in accordance with specific requirements.
- Possessing a driving license class 3 would be an added advantage.
- Strong interpersonal and communication skills at all organizational levels.
- Self-driven, quick learner with a proactive approach to problem-solving and innovation.
- High attention to detail, strong multitasking abilities, and excellent organizational skills.
- Analytical mindset with a focus on coordination and follow-ups.
- Comfortable with after-hours responsiveness.
Important Note: All new hires will be offered a yearly renewable employment contract, which may be renewed up to two times before conversion into permanent employment.
