Job Description

The HR & Admin Assistant provides essential administrative support to the HR department. This includes maintaining employee records, processing paperwork, assisting with HR-related tasks, and handling general administrative duties to ensure smooth office operations.

Job Responsibilities

Administrative Support:

• Provide general administrative support to ensure efficient office operations and smooth workflow.
• Answer phone calls, transfer incoming calls, and direct them to the appropriate person or department.
• Manage the daily incoming mail, ensuring it is distributed to the respective individuals in a timely manner.
• Schedule meetings, organize calendars, and provide support for visitors.
• Perform administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize and coordinate corporate events, ensuring all logistics are arranged.
• Monitor and replenish office supplies as needed to maintain stock levels.
• Manage season parking arrangements and vehicle fleet cards for staff.
• Coordinate vehicle road tax renewals with relevant personnel.
• Issue and terminate staff access cards as necessary.
• Prepare laptops and email accounts for new staff onboarding.

HR & Admin Functions:

• Perform basic IT troubleshooting, coordinating with external vendors for assistance as needed.
• Review and post employees’ petty cash reimbursement claims, ensuring proper documentation and compliance.
• Maintain an efficient central filing system for HR and Admin documentation, ensuring proper organization and easy retrieval.
• Assist in preparing and maintaining Worker Service Agreements and managing employee onboarding processes.
• Handle work permit applications, renewals, and cancellations, ensuring compliance with immigration regulations.
• Manage the PCP (Personnel Communication Protocol) for workers as required.
• Import Time Management System (TMS) data and assist in the preparation of worker salaries.
• Organize worker training sessions and prepare bond agreements for workers.
• Oversee cleaning contracts and coordinate with cleaning staff to ensure office cleanliness and hygiene standards.
• Manage the water dispenser, ensuring it is stocked and maintained.
• Administer staff loan programs, including processing requests and ensuring timely repayment.

General Duties:

• Contribute to team efforts by accomplishing related results as needed.
• Perform any other tasks or duties assigned by the company as required.

Qualifications:

• 2 years of relevant experience in HR-related field
• GCE ‘O level or equivalent
• Proven experience in administrative support, preferably in HR or office management.
• Strong organizational, multitasking, and time-management skills.
• Excellent communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency with office software (Microsoft Office Suite) and basic IT troubleshooting.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

Skills:

• Detail-oriented with strong record-keeping and filing abilities.
• Experience in coordinating events and managing office supplies.
• Familiarity with HR functions such as work permits, training, and payroll.
• Ability to work effectively with both internal teams and external vendors.
• Strong interpersonal skills and a positive, professional demeanor.