Job Summary
The Admin Assistant provides vital support across recruitment operations, travel logistics, and office administration to ensure smooth day-to-day HR functions and business operations. This role is ideal for individuals who are detail-oriented, proactive, and passionate about building a potential long-term career in HR Ops and/or Talent Acquisition.
Key Responsibilities
1. Talent Acquisition Operations (70%)
- Provide administrative and coordination support for recruitment activities, including job postings, interview scheduling, and candidate communication.
- Maintain and update recruitment databases to ensure accurate tracking of interview schedules, candidate statuses, and hiring progress.
- Liaise with hiring managers and external recruitment agencies to coordinate interviews and manage candidate logistics.
- Assist in the preparation of recruitment-related reports, dashboards, and documentation to support hiring decisions.
2. Travel & Logistics Support (10%)
- Coordinate and manage overseas and local travel arrangements for employees, including flight, accommodation, and ground transportation bookings.
- Ensure compliance with company travel policies, approval workflows, and cost guidelines.
- Process travel-related claims and invoices accurately and in a timely manner.
- Maintain organized records of travel documentation, itineraries, and vendor communications.
3. Office & Pantry Management (10%)
- Oversee the procurement and inventory management of office and pantry supplies to ensure adequate stock levels.
- Source, evaluate, and liaise with vendors for quotations, purchase orders, and deliveries.
- Monitor supplier performance and ensure timely replenishment of essential items.
- Support initiatives to maintain a clean, safe, and conducive workplace environment.
4. General Administrative Support (10%)
- Assist in the planning and execution of company events, staff engagement activities, and HR initiatives.
- Manage general administrative tasks such as correspondence handling, filing, and documentation.
- Undertake ad-hoc administrative duties and cross-departmental projects to support operational efficiency.
Requirements
- Diploma or Degree in Human Resources, Business Administration, or a related field.
- 12 years of relevant experience in HR, recruitment coordination, or administrative support (internship experience may be considered).
- Strong organizational and multitasking skills with attention to detail.
- Proficient in Microsoft Office 365 applications (Excel, Outlook, SharePoint).
- Excellent communication and interpersonal skills with a positive, service-oriented mindset.
