HR & Admin Assistant

2 weeks ago

NorthEast Region, Singapore Kraanwerks Pte. Ltd. Full time $35,000 - $45,000 per year

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

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