HR & Admin Assistant - #1110663

HR & Admin Assistant (with IT & Digital Management Focus)

Key Responsibilities:

1. Managing Office Access

• Coordination of Door Passes & Keys: Oversee the distribution and collection of office keys or access cards, ensuring security protocols are followed.

• Visitor Access Management: Ensure smooth visitor check-ins, coordinating with security or reception.

• Access System Monitoring: Maintain and troubleshoot office entry systems, ensuring they are functioning properly in the absence of the HRM.

• Cleanliness Coordination: Oversee cleanliness standards, liaising with the cleaning staff to ensure the office remains organized and hygienic.

2. Booking Meeting Rooms & Coordination

• Meeting Room Scheduling: Manage the booking of meeting rooms based on the team’s needs and availability.

• Room Preparation: Ensure rooms are equipped with necessary technology (projectors, whiteboards, etc.) and refreshments if needed.

• Team Coordination: Coordinate the availability of rooms and resources, minimizing scheduling conflicts.

3. Pantry & Stationery Management

• Stock Management: Regularly monitor and maintain pantry supplies (coffee, tea, snacks) and office stationery to ensure availability.

• Budgeting: Order supplies within a set budget, keeping track of spending and adjusting when necessary.

• Company Apparel Management: Manage the distribution and inventory of company shirts or branded items.

• Cleaner Coordination: Ensure cleaning staff maintains office cleanliness according to the set schedule.

4. Support During HRM’s Absence

• Admin Operations: Take charge of daily administrative tasks when the HRM is on business trips.

• Team Support: Ensure HR activities continue to function smoothly, including managing office resources, schedules, and communications in the HRM's absence.

• Liaison Role: Act as the go-to person for HR or admin queries when the HRM is unavailable.

5. HR InfoTech System Support

• Employee Records: Regularly update and maintain employee data in the HR InfoTech system (attendance, personal details, etc.).

• Attendance Management: Ensure all attendance data is accurately recorded, addressing any discrepancies as they arise.

• Reporting: Generate periodic reports on HR metrics (attendance, performance, etc.) to assist the HRM with decision-making.

• Email & Document Management: Handle company emails, collect mail, and assist in managing digital or paper files.

6. IT & Digital Management

·         Website Management: Basic understanding of website management (WordPress, Squarespace, etc.) and social media platforms (Facebook, Instagram, LinkedIn, etc.).

Key Skills & Qualifications:

1. Bachelor's Degree (or equivalent experience) in a related field, such as:

·         Human Resources

·         Business Administration

·         Information Technology

·         Digital Media/Marketing

1. Problem-Solving & Communication:

·         Excellent communication skills, both written and verbal.

·         Ability to work independently and manage a variety of tasks. Comfortable in a fast-paced environment and adaptable to changing needs