Job Description

The role of a Executive, HR & Admin Executive is to facilitate seamless office operations, contribute to effective communication, and support HR & Administration Department with day-to-day administrative support, operations, logistics, coordination tasks and other administrative duties to ensure the smooth workflow and effective execution of department activities.

This role is responsible for managing daily office administration, maintaining accurate filing systems, supporting all teams with their administrative requirements, and ensuring all necessary resources and documentation are available as needed.

He/She is task to coordinate scheduling, handle correspondence, organize company records, assist in planning and organizing internal and external events, and serve as a reliable point of contact for both employee and external partners.

Office Administration

• To provide a seamless day-to-day operation of the office, ensuring adherence to the organization’s standards of excellence
• Providing comprehensive administrative support to the team, including managing correspondence and organizing documents
• Monitoring and replenishing office supplies, refreshments, and stationery
• Managing incoming and outgoing mail, including coordinating courier services arrangement
• Maintain and procure employee uniforms, office supplies inventory, including stationery, office, food and cleaning supplies.
• Oversee office administration expenses, ensuring all Admin expenditures align according to the approved budget budgets and approval according to the TAL.
• Oversee all office administration functions to ensure efficient operations, timely renewal of leases and administrative contracts, and proper maintenance of office buildings and assets.
• Ensure that office facilities and assets are well-maintained and that all lease and administrative agreements are renewed promptly to support smooth business operations.

Data Management

• Maintaining accurate records of operational office expenses and preparing monthly expense reports
• Maintaining records related to office maintenance schedule
• Updating and tracking compliance-related company licenses, ensuring timely renewals or submissions.
• Maintain and update administrative operations databases, ensuring the accuracy and security of records related to office maintenance schedules, corporate insurance policies, ISO certifications, IT assets, and compliance requirements.
• Ensure all data is kept current and that renewals or submissions are completed on time.
• Maintain and track accurate records of project inventory and updating of inventory lists based on project usage.

Reports Submission

• Compiling and submitting monthly attendance reports.
• Ensuring that employee attendance is accurately recorded and that all supporting documentation related to attendance is provided by the employee.

Employee Engagement

• Support and coordinate employee engagement, bonding, and DEI (Diversity, Equity, and Inclusion) activities and events, fostering a positive and inclusive workplace culture and promoting team cohesion.
• Lead and plan the employee engagement and coordinating the monthly event organization.
• Preparing invitations, proposals, and supporting documents for internal or external activities.

Ad-Hoc duties

• Undertake any other assigned duties from the HR Team or designated officers as necessary to support the overall functioning of the office.
• Collaborate with the IT team to coordinate new employee onboarding, including preparation and distribution of IT equipment such as laptops.

Job Requirements

Qualification/Experiences/Skills/Competencies and other Requirements

• At least Professional Certificate / Diploma / Advanced / Higher / Graduate Diploma in any field.
• 1-3 years of experience in office administration, clerical support, or similar roles.
• Ability to handle multiple tasks simultaneously, efficiently prioritize them, and adjust to shifting priorities.
• Familiarity with corporate data management control and procedures.
• Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent communication and interpersonal skills
• Demonstrate teamwork, a strong sense of responsibility and willingness to learn
• Organizational Skills
• Multitasking
• Problem-Solving
• Attention to Detail

Skills