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.

Duties & Responsibilities

• Provide HR assistance with the following recruitment and onboarding activities:
• Arranging and coordinating candidates’ interviews for open positions in Singapore and other regions as required.
• Onboarding of new employees; preparing all necessary security access for new employees including business cards and other new hire checklist items.
• Maintaining employee records for insurance, printing and preparing business cards
• Manage attendance and leave system for Singapore team.
• Coordinate with Country Manager and other regional managers for their travel/issue of any sales items needed.
• Assists with travels, Visa for Singapore employees, coordinate with the local travel agent and international offices (if needed) in a timely fashion
• Point of contact for receiving office mail, office maintenance, administration, Security systems, Answer Online, Housekeeping Company, from local customers, distributors, MIS and Export team, Credit Collection Team, HR Team
• Liaise with various Government Institutions either via email / phone calls or online portal via Singpasss -, ICA, MTI, NEA, CPF, IRAS, GPCL, NS.
• Primary point of contact for submitting VISA applications for EPass / Spass holding employees into SG with ICA, directly liase with MOM for projects / applications / reports
• Submission on MSF using Singpass - Government Paid Child Card Leave & Government Paid Extended Child Care Leave (yearly), Maternity Leave. Submission of NS recall make-up pay claim on MINDEF using Singpass- NS portal, renewal for workmen compensation, insurance for S-Pass holder and related tasks as and when needed
• Work closely with the Finance (AP in India / AR team in Switzerland) to process the expenses and liase with local teams / hospitals / clients for invoices to ensure seamless business proceedings
• Provide marketing support to sales and or operations as per business need. Assists with preparation of company meetings & events
• Backup for logistics team, dealing with logistics providers directly. Training will be provided
• Invoice processing for office vendors, ensuring that all items are invoiced and paid on time
• Manage contract and renewals with various office vendors, including office lease.
• Maintain office first aid and housekeeping items. Managing the purchase of all Office supplies such as pantry items, stationary and maintain stock.
• Prepare regular reports for senior management on employee-related administrative tasks and office operations.
• Other ad hoc tasks / projects as and when needed as per business requirements which may require collaboration with international teams within Masimo

Minimum Qualifications

• Three to five years of prior experience, as an Office administrator/Receptionist.
• Attention to details is a must-have for this role
• Computer proficiency with Microsoft Office suite (Outlook, Word, Excel and PowerPoint);
• Experience in calendar management across time zones.
• Managed employee data, travel bookings and documentation.
• Coordinated and Led office events and employee relation activities.
• Must have excellent communication skills.
• Must be a Team player with the ability to work in a complex organization.
• Must be able to work in a high-paced environment, with frequent interruptions, tight deadlines and multiple projects at the same time
• Shifting project priorities and have the ability to multi-task.
• Must have a Positive attitude and sense of prioritizing work as per deadlines
• Must be a self-starter and be able to work independently.

Preferred Qualifications

• Experience with Coupa/Invoice Processing system

Education

Any degree/diploma from a recognized university is required.

Job Summary

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.

Physical requirements / Work Environment

This position primarily works in an office environment. It requires long stretches of sitting, and infrequent standing and walking. Heavy daily use of a computer and other computing and digital devices is required. May stand for extended periods when walking in the facilities.

The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods. Reasonable accommodations may be made for those individuals with real or perceived 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.

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