HR & Administrative Assistant

Job Summary

The HR & Administrative Assistant plays a key role in supporting the smooth operation of human resources and administrative functions. This position is responsible for assisting with employee engagement, managing office supplies, coordinating with vendors, maintaining records and ensuring compliance with company policies.

Key Responsibilities

Human Resources Responsibilities:

1. Recruitment & Onboarding:

1. • Support the recruitment cycle by coordinating interviews, arranging pre-employment medical examinations and onboarding new hires.
   • Prepare induction materials and ensure proper documentation for new employees.

2. Training & Development:

1. • Source, register and coordinate employee training courses, including organising payments and maintaining training records.

3. Leave and Medical Claims Management:

1. • Maintain and update employee leave records.
   • Ensure accuracy of monthly medical bills from company-approved clinics and input medical claim details into the HR system for payroll processing.
   • Schedule and monitor six-monthly medical examinations.

Administrative Responsibilities:

1. Supplies and Inventory Management:

1. • Manage and track inventory for stationery and first aid items, ordering replenishments as needed.
   • Coordinate with vendors to manage various types of uniforms and safety shoes, including distribution to employees for new hires, wear-and-tear replacements and anniversaries.

2. Office Equipment and Vendor Coordination:

1. • Oversee maintenance and repair of office equipment such as photocopiers and ensure accurate monthly billing of copier counter meter readings.
   • Manage telco billing for company landlines and corporate mobile lines.

3. General Administration:

1. • Record and track incoming and outgoing slow mail.
   • Conduct housing inspections and prepare reports.
   • Handle incoming calls, emails and other communications, ensuring timely responses or redirection.

4. Monthly Reporting:

1. • Compile and prepare monthly reports for office supplies, uniform and safety shoe inventory, medical claims and etc.