Key Responsibilities
Administration and Office Management
1. Office Admin Management
- Plan, manage, and oversee day-to-day administrative and office operations to support employee productivity and experience.
- Manage office facilities, utilities, maintenance, and workplace services.
- Manage hostel and office rental agreements, including monitoring tenancy periods, coordinating renewals, and ensuring timely execution of contracts.
- Address employee queries on Admin and Workplace Safety policies.
- Plan and manage onboarding and offboarding logistics (workspace, access, equipment).
- Organize and support company events and meetings.
2. Vendor Management
- Oversee procurement, office supplies, assets, and inventory management.
- Manage vendors, service providers, contracts, and service-level performance.
- Coordinate with external parties on office admin-related operational matters.
3. Budget Monitoring and Documentation
- Prepare and control administrative budgets, expenses, and cost tracking.
- Maintain administrative records and reporting, ensure data confidentiality and accuracy.
- Ensure proper documentation, filing systems, and record retention.
4. Expats Management
- Coordinate and manage expatriate administrative matters, including visa, work permit, and pass applications/renewals in compliance with immigration regulations.
- Manage expatriate onboarding, relocation and departure arrangements.
- Monitor permit validity, renewal timelines, and compliance requirements to ensure timely submissions and avoid penalties.
Workplace Safety and Health (Safety Officer)
1. OSH Compliance
- Act as the appointed Safety & Health Officer (SHO), of the company.
- Ensure compliance with OSHA 1994, subsidiary regulations, and DOSH requirements.
- Maintain OSH documentation, records, and statutory reports and conduct regular workplace inspections and safety audits.
- Advise management and employees on workplace safety, health risks, and preventive measures.
- Identify hazards, conduct risk assessments, and recommend corrective and preventive actions, compliance to OSHA 1994.
- Plan and organise workplace safety and health initiatives.
2. Emergency Preparedness and Compliance
- Develop, implement, and maintain emergency response and evacuation plans.
- Ensure readiness of safety equipment (fire extinguishers, first aid kits, signage, PPE).
- Liaise with building management, DOSH, and relevant authorities when required.
- Support internal and external audits related to administration and OSH compliance.
What We're Looking For
- Bachelor's degree in Business Administration, or related field.
- 3-5 years in Administration roles, OSH Management or related field.
- Proficient in MS Office.
- Knowledge of OSHA 1994 and OSHAA 2022.
- Strong written and verbal communication.
- Strong organizational, leadership, and stakeholder management skills.
- Strong compliance and risk management mindset.
- Detail-oriented, proactive, hands-on, and solution-oriented.
- Results-oriented with urgency.
