Job Description

 This role builds upon existing administrative responsibilities by incorporating key Human Resources functions to provide well-rounded support across both areas. As a Human Resources Administrative Executive, the individual will continue to manage office operations such as pantry supplies, IT assets, and building access, while also taking on HR-related duties including claims processing, insurance administration, wellness programmes, and employee record maintenance. This expanded role is essential in supporting a productive, employee-centric, and compliant workplace environment. 

Primary Responsibility:

• Liaise with security personnel to ensure office premises remain secure at all times. Address any security concerns promptly and efficiently.
• Oversee daily office maintenance and cleanliness by coordinating with cleaning staff, contractors, and maintenance teams. Ensure that all facilities (lighting, air conditioning, plumbing, etc.) are functioning properly.
• Act as the primary point of contact for contractors handling office repairs, renovations, and other facility-related work. Ensure that all jobs are completed on time and within budget.
• Monitor and manage office supplies, ensuring that necessary items (e.g., stationery, kitchen supplies) are always in stock. Place orders and maintain inventory records.
• Handle all incoming and outgoing mail and packages. Ensure that mail is distributed to the appropriate recipients and that outgoing mail is dispatched in a timely manner.
• Arrange and track courier services for important or time-sensitive documents and packages, both domestic and international. Maintain records of all deliveries and ensure that couriers meet deadlines.
• Maintain an up-to-date register of all company assets, ensuring that they are properly tagged, logged, and tracked. Regularly update the asset management system to reflect new acquisitions or disposals.
• Ensure that all company assets, including office equipment and furniture, are well-maintained and in good working condition. Arrange for repairs or replacements as needed.
• Conduct periodic asset audits to verify the location and condition of all company property. Address any discrepancies in a timely manner.
• Manage the booking system for meeting rooms, ensuring that reservations are accurately recorded and rooms are available when needed. Coordinate with teams to resolve scheduling conflicts.
• Ensure that meeting rooms are fully equipped and prepared in advance for scheduled meetings. This includes arranging seating, setting up audiovisual equipment, and ensuring that video conferencing tools are operational.
• Oversee the tidying and resetting of meeting rooms after use, ensuring that they are ready for subsequent meetings.

Secondary Responsibility:

• Assist in the organization and maintenance of office filing systems, both physical and digital. Ensure that all records are filed in an orderly manner and are easily accessible when needed.
• Provide general clerical support, including photocopying, scanning, and preparing documents as requested by management.
• Ensure that office policies and procedures are adhered to by all employees, and assist in enforcing office protocol.
• Assist in the planning and coordination of office events, meetings, and celebrations. Ensure that logistical arrangements, such as catering and venue setup, are handled smoothly.
• Provide assistance to other departments as required, such as supporting HR with administrative tasks or assisting the finance team with document preparation.
• Be adaptable to handle any other business-related duties or unforeseen tasks that may arise, ensuring that office operations remain efficient and uninterrupted.

Job Requirements

Education: Minimum diploma or certification required.

Experience: 1 - 2 years of relevant work experience and industry knowledge.

Skills