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.
