Key Feature of The Role:
Manage day to day HR operations and managing day-to-day office administration, with a strong focus on employee engagement activities. This role ensures smooth office operations, effective HR coordination, and a positive employee experience across the organisation.
Role Description:
Office Administration
- Manage day-to-day office operations including facilities, workspace arrangements, office supplies, and pantry management.
- Provide support to office operations through a variety of administrative and clerical tasks, including document preparation and handling correspondence (incoming and outgoing).
- Oversee inventory and procurement of office and pantry supplies, ensuring timely restocking and cost-effectiveness.
- Manage vendors and service providers including monthly utilities, cleaners, security, maintenance, and office suppliers.
- Manage and process invoices, including data entry, tracking payments, and liaising with finance and vendors to resolve billing discrepancies.
- Handling incoming phone calls, emails, and correspondence in a professional and timely manner
- Liaise with suppliers, vendors, and building management to resolve office-related matters efficiently.
- To manage Company vehicle's summons, petrol usage, mileage record, road tax, insurance renewal and maintenance request as per request.
- Ensure proper documentation, filing, and record-keeping for office administration activities.
- Ensure timely renewals of all necessary insurance, agreements and contracts to keep the company compliant.
- Assist in managing and monitoring departmental budgets, ensuring all expenses are accurately recorded and within allocated limits.
- Ensure the workplace is safe, secure, and well-maintained in coordination with the OSHA requirement.
Employee Engagement & Internal Activities
- Take lead, organize, plan, and coordinate employee engagement initiatives, wellness programmes, and internal events within the approved budget.
- Monitor the outcome, propose the improvement plans & prepare relevant report.
- Support employee communication initiatives related to engagement activities and HR programmes.
- Promote a positive and inclusive workplace culture through engagement initiatives
Human Resources Support
- Support the HRA department in other ad-hoc administrative duties as required, such as assisting with HR-related tasks (attendance, leave requests) and facilitating communication with candidates.
- Assist in leave administration, and HR-related documentation
- Ensure adherence to HR policies, SOPs, and relevant labour regulations.
Additional Responsibilities
- To undertake any other duties as directed by the Immediate Supervisor and Management as and when required.
Requirement:
Academic background: Hold a Bachelor's Degree in Business Administration, Management, or a related field.
Related Work Experience: Minimum 23 years of experience in Human Resources support and/or Office Administration. Prior exposure to employee engagement activities and office operations with a strong ability to manage multiple tasks and priorities will be an added advantage.
Technical Skills:
- Good knowledge of MS Office (Word, Excel, PowerPoint, Outlook)
- Processing purchase orders and payment requests
- Office supply inventory and procurement
Soft Skills:
- Familiar with company SOPs and compliance procedures
- Multi-tasking and time management
- Ability to work under pressure or short notice
- Strong organizational and coordination skills with attention to detail.
- Well organized with strong attention to detail
Language Skills (if any): Proficiency in both written and spoken English and Bahasa Melayu.
