Key Responsibilities
Human Resources
- Maintain and update employee personal records, employment information, and HR databases.
- Assist with recruitment activities, including preparing job advertisements, arranging interviews, and coordinating with candidates.
- Prepare employment contracts, confirmation letters, promotion letters, resignation documents, and other HR-related correspondence.
- Coordinate employee onboarding and offboarding processes.
- Maintain and monitor employee attendance, leave, medical leave, and other HR records.
- Assist in monthly payroll preparation by providing accurate attendance, leave, overtime, and employee information.
- Assist with work pass and employment-related administrative matters where required.
- Respond to employees' HR and administrative enquiries and provide appropriate assistance.
- Assist in staff training, employee engagement activities, and company events.
- Support performance appraisal and employee evaluation processes.
- Ensure staff compliance with company policies and procedures.
Office Administration & Purchasing
- Manage the purchasing of office supplies, stationery, pantry items, equipment, and other office requirements.
- Obtain quotations from suppliers and compare prices, quality, and delivery terms.
- Coordinate with suppliers and vendors to place orders and arrange timely delivery.
- Maintain proper records of purchase orders, invoices, quotations, and supplier information.
- Monitor office supply inventory and ensure sufficient stock is available for daily operations.
- Coordinate with relevant departments to identify purchasing requirements and obtain approval where necessary.
- Assist in monitoring office expenses and purchasing budgets.
- Liaise with suppliers regarding product availability, delivery schedules, invoices, and other purchasing matters.
- Evaluate existing suppliers and source alternative vendors where appropriate.
- Ensure purchased goods and services meet the company's requirements and standards.
- Handle general office administration, filing, documentation, and facilities-related matters.
General Administration
- Maintain proper filing and confidentiality of employee and company records.
- Prepare HR reports, staff lists, purchasing records, and other management reports when required.
- Coordinate with other departments to ensure smooth HR, purchasing, and administrative operations.
- Support company events, meetings, and staff activities.
- Perform other HR, administrative, and purchasing duties assigned by management.
