Job Description

The HR & Administration Executive is responsible for supporting recruitment activities, employee onboarding and offboarding processes, and day-to-day office administration. The role serves as the key coordinator for employee lifecycle administration, office facilities, document management, and general administrative support to ensure smooth business operations.

Recruitment & Employee Administration

• ⁠ ⁠Coordinate recruitment activities, including posting job advertisements, screening applications, scheduling interviews, and communicating with candidates.
• ⁠ ⁠Coordinate pre-employment documentation and onboarding requirements for new hires.
• ⁠ ⁠Conduct employee orientation and onboarding sessions.
• ⁠ ⁠Arrange employee workstations, laptops, email setup, office access cards, and other onboarding requirements.
• ⁠ ⁠Coordinate employee resignations, exit interviews, and exit clearance processes.
• ⁠ ⁠Ensure the return of company assets, including laptops, access cards, and other equipment upon employee departure.
• ⁠ ⁠Liaise with internal departments to facilitate smooth onboarding and offboarding processes.
• ⁠ ⁠Coordinate employee training registrations, meeting arrangements, and internal staff communications when required.

Administration & Office Management

• ⁠ ⁠Manage office administration and ensure the smooth day-to-day operation of the office.
• ⁠ ⁠Coordinate document execution processes, including arranging signatures from management and maintaining tracking records.
• ⁠ ⁠Handle document filing, scanning, photocopying, printing, binding, and record management.
• ⁠ ⁠Maintain proper filing systems for corporate, operational, and administrative documents.
• ⁠ ⁠Manage office stationery, pantry supplies, and general office inventory.
• ⁠ ⁠Coordinate courier services, mail handling, and document deliveries.
• ⁠ ⁠Assist with meeting room arrangements, event coordination, and office logistics.
• ⁠ ⁠Coordinate with building management on office access cards, visitor registrations, maintenance requests, parking applications, and office facilities matters.
• ⁠ ⁠Support the procurement and management of office equipment and supplies.
• ⁠ ⁠Ensure company laptops, mobile devices, access cards, and office assets are properly tracked and maintained.
• ⁠ ⁠Assist Management with administrative support and ad-hoc operational tasks as assigned.

General

• ⁠ ⁠Maintain confidentiality of employee and company information.
• ⁠ ⁠Support Management in ensuring efficient office operations and employee administration processes.
• ⁠ ⁠Undertake any other duties and responsibilities as assigned by Management from time to time.

Job Requirements

• ⁠ ⁠SPM, STPM, Diploma, or equivalent qualification.
• ⁠ ⁠Minimum 1 year of relevant experience in administration, HR coordination, office management, or a similar role. Fresh graduates with a positive attitude and willingness to learn are encouraged to apply.
• ⁠ ⁠Experience in recruitment coordination, onboarding, offboarding, and general office administration will be an added advantage.
• ⁠ ⁠Good organisational and time management skills with the ability to handle multiple tasks concurrently.
• ⁠ ⁠Strong attention to detail and ability to maintain accurate records and documentation.
• ⁠ ⁠Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• ⁠ ⁠Good communication and interpersonal skills.
• ⁠ ⁠Resourceful, responsible, and able to work independently with minimal supervision.
• ⁠ ⁠Positive attitude, willingness to learn, and a hands-on approach to work.
• ⁠ ⁠Ability to maintain confidentiality and handle sensitive information with discretion.
• ⁠ ⁠Comfortable working in a fast-paced environment and supporting multiple business functions when required.

Skills