Office & HR Administrator

Overview

The Office Admin plays a crucial role in supporting the human resources, sales, office operations, logistics and other department in our Singapore office. The role manages administrative tasks related to employee recruitment, onboarding, benefits administration, office hygiene, security and compliance, sales support and other tasks as per business requirements. The role supports HR, Sales & logistics management on various office projects as needed.

• Provide HR assistance with recruitment and onboarding activities, including arranging and coordinating candidates’ interviews for open positions in Singapore and other regions as required.
• Onboarding of new employees; preparing security access, business cards and other new hire checklist items.
• Maintain employee records for insurance, printing and preparing business cards.
• Manage attendance and leave system for the Singapore team.
• Coordinate with the Country Manager and regional managers for travel or issuance of sales items as needed.
• Assist with travel arrangements and visa for Singapore employees; coordinate with local travel agents and international offices as needed.
• Serve as the point of contact for receiving office mail, office maintenance, security systems, housekeeping, and coordination with vendors and internal teams (MIS, Export, Credit Collection, HR).
• Liaise with Government Institutions (ICA, MTI, NEA, CPF, IRAS, NS, etc.) via email, phone or Singpass portal as required.
• Submit visa applications for EPass/Spass holders to ICA; liaise with MOM for projects, applications and reports.
• Submit government-related claims (e.g., Government Paid Child Card Leave, Government Paid Extended Child Care Leave, NS recall) via Singpass/NS portal; manage renewals for workmen’s compensation and related insurances for S-Pass holders.
• Work with Finance (AP in India / AR in Switzerland) to process expenses and liaise with local teams, hospitals and clients for invoices.
• Provide marketing support to sales and operations as needed; assist with preparation of company meetings and events.
• Provide backup support for the logistics team and coordinate with logistics providers.
• Process invoices for office vendors and manage payments on time.
• Manage contracts and renewals with office vendors, including office lease.
• Maintain office first aid and housekeeping items; manage office supplies and pantry stock.
• Prepare regular reports for senior management on employee-related administrative tasks and office operations.
• Undertake other ad hoc tasks/projects as needed, including collaboration with international teams within Masimo.

• Three to five years of experience as an Office Administrator/Receptionist.
• Attention to detail; strong organizational skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience in calendar management across time zones.
• Experience in managing employee data, travel bookings and documentation.
• Experience in coordinating and leading office events and employee relations activities.
• Excellent communication skills.
• Team player with the ability to work in a complex organization.
• Ability to work in a high-paced environment with frequent interruptions and multiple projects; ability to shift priorities and multi-task.
• Positive attitude and strong prioritization skills; self-starter who can work independently.

• Experience with Coupa or invoice processing systems.

Any degree/diploma from a recognized university is required.

This position primarily works in an office environment. It requires long periods of sitting, with infrequent standing and walking. Heavy daily use of a computer and other devices is required. May stand for extended periods when walking in the facilities. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of the job described.

Masimo is proud to be an EOE, M/F/D/V, and we are committed to diversity at the corporate level.