Role Summary
The HR Admin Assistant will support the HR function and ensure the smooth running of daytoday office operations. This role oversees a full spectrum of HR administrative tasks and office management responsibilities, contributing to an efficient, well-organized, and welcoming work environment.
Role Responsibilities
1. Front Desk & Visitor Management
- Greet and attend to all incoming calls and visitors with professionalism
- Prepare beverages and snacks for guests when required
- Handle all incoming and outgoing mail
- Manage local and international courier arrangements and coordinate internal collections/deliveries
2. Office Administration
Office and Pantry Management
- Manage office stationery, pantry supplies and cleaning inventory
- Oversee office fruit deliveries
- Ensure routine maintenance for water dispensers, refrigerators. and relevant office equipment
Travel Arrangements
- Coordinate and book flights upon receiving approved Travel Requests
- Arrange company-appointed hotel accommodations for visitors as needed
- Assist with visa applications when required
Invoice Validation & Payment Processing
- Validate monthly vendor invoices with relevant stakeholders
- Submit verified invoices to Accounting for payment processing
- Create new vendor profiles and conduct periodic reviews of HR-related vendors
Office Events Coordination
- Coordinate logistics for office events - including catering, decorations, and planning
- Support in-house events conducted by external vendors (e.g., wellness programs)
- Assist with CSR initiatives
IT Asset Management
- Coordinate issuance of laptops, monitors, and headsets, including asset tagging
- Ensure proper tagging and labelling of all IT equipment
- Manage collection and documentation of returned devices
3. HR Administrative Support
Training Administration
- Track and ensure timely renewal of mandatory certificates and licenses
- Manage training registrations and maintain updated records
HR Communications & Announcements
- Prepare and disseminate HR communications (e.g., new join announcements, company updates, event notifications)
Employee Movement: Onboarding & Offboarding
- Prepare onboarding materials as per the New Hire Checklist
- Manage offboarding tasks in accordance with the Exit Clearance Checklist
- Update employee movements with medical vendor to ensure accurate records
Employee Welfare Administration
- Coordinate welfare-related gifts (e.g. getwell baskets, newborn gifts, condolences wreaths)
- Liaise with medical providers on health screening programs, including pre-employment, reemployment, and MOM required medical examinations,
Recruitment Support
- Post job advertisements across designated platforms
- Screen applications and shortlist candidates based on job requirements
- Conduct initial screening calls to assess suitability and clarify role expectations
- Coordinate interviews with hiring managers
- Maintain accurate recruitment tracking and followup with candidates
4. Personal Assistant Support to General Manager
Travel Management
- Coordinate the GM's travel itinerary and ensure efficient travel arrangements
- Manage travel documents for the GM (e-ticket, visa, accommodation, transfers)
- Process business travel claims for the GM
Administration Support
- Coordinate business signatories and prepare documents requiring signatures
- Provide general administrative and ad-hoc support as needed
Role Requirements
- Diploma/Degree in Human Resources, Business Administration, or a related field
- Strong communication and interpersonal skills
- Excellent organizational and multitasking abilities
- High attention to detail and accuracy
- Ability to work independently and handle confidential information with discretion
- Strong problemsolving and coordination skills
- Proactive, resourceful, and adaptable
- Proficient in MS Office (Word, Excel and Powerpoint)
