Key Responsibilities

1. Human Resource Responsibilities

Manage recruitment processes including job posting, screening, shortlisting, and interview scheduling.
Monitor and verify staff attendance, leave, MC, and absenteeism records.
Maintain and update HR files, employee records, and digital documentation.
Assist with onboarding, induction, and staff movement updates.
Support HR processes, compliance requirements, and inter-department coordination.
Prepare weekly/monthly manpower cost reports (salary, overtime & related HR expenses).
Update and report headcount movement for HQ and outlets (new hires, resignations, transfers).
Prepare Headcount vs Sales analysis for all retail outlets to support management decisions.
Prepare HR-related monthly reports and summaries for management.

2. Administrative Responsibilities

Handle general office administration including filing, documentation, letters, office supplies, and travel bookings.
Maintain proper records for HQ and retail outlets (licenses, approvals, renovation files, handover documents, notices, correspondence).
Coordinate communication between HQ and retail outlets for all admin-related matters.
Track and follow up on document submissions from all outlets.
Prepare weekly and monthly administrative reports and updates for management.
Provide administrative support for meetings: scheduling, minutes, and tracking follow-ups.
Ensure all documents are organised, updated, and easily accessible.

3. Ad Hoc, Technology & Improvement Tasks

Support urgent HR or admin matters assigned by management.
Assist during audits, events, inspections, or outlet-related tasks when required.
Provide administrative support to other departments to ensure smooth operations.
Handle special assignments, reports, and follow-up tasks as directed by management.
Identify, propose, and support implementation of new technologies or digital tools to improve HR & admin efficiency (digital filing, attendance systems, workflow automation, etc.).
Monitor and report progress of workflow/technology improvements on a weekly or monthly basis.

Requirements

Diploma/Degree in HR, Business Administration, Office Management, or related fields.
13 years of experience in HR or admin roles, preferably in retail or multi-outlet operations.
Strong documentation, filing, coordination, and reporting skills.
Experienced in attendance checking and HR administrative workflows.
Proficient in Microsoft Word and Excel (Pivot Table, VLOOKUP is an advantage).
Good communication skills, detail-oriented, and well-organised.
Able to maintain confidentiality and work independently.

HR & Admin Executive

HR Admin/ Admin Assistant/ Junior Executive (Entry level)