Job Description: HR & Admin Assistant
Job Summary
The HR & Admin Assistant provides administrative and operational support to both the Human Resources and Administration functions. This role assists with recruitment, onboarding, employee records, payroll coordination, office administration, procurement, and facilities management to ensure efficient day-to-day business operations while maintaining compliance with company policies and procedures.
Key Responsibilities
Human Resources
- Assist with recruitment activities, including posting job vacancies, screening applications, scheduling interviews, and coordinating with candidates.
- Support employee onboarding and offboarding processes, including preparing employment documents and orientation.
- Maintain accurate employee records, personnel files, and HR databases.
- Prepare employment contracts, offer letters, employment certificates, and other HR-related documents.
- Coordinate attendance, leave administration, and payroll inputs.
- Assist in employee performance appraisal and training administration.
- Respond to employee inquiries regarding HR policies, benefits, and procedures.
- Ensure compliance with labor laws, company policies, and HR best practices.
Administration
- Manage office supplies inventory and coordinate procurement of office materials.
- Coordinate office maintenance, housekeeping, and facility-related services.
- Handle incoming and outgoing correspondence, courier services, and document filing.
- Assist in organizing meetings, company events, training sessions, and employee engagement activities.
- Coordinate travel arrangements, accommodation bookings, and transportation when required.
- Maintain administrative records, contracts, and vendor documentation.
- Support document control and general office administration.
- Liaise with external vendors, service providers, and government authorities as required.
Qualifications
- Bachelor's degree or diploma in Human Resources, Business Administration, Management, or a related field.
- 1–3 years of experience in HR and administrative support (fresh graduates with relevant internships may be considered).
- Basic knowledge of HR practices, labor regulations, and office administration.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience with HRIS, attendance, or payroll systems is an advantage.
Required Skills
- HR administration and employee record management.
- Office administration and coordination.
- Recruitment and onboarding support.
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information.
- Time management and problem-solving skills.
- Customer service and interpersonal skills.
- Proficiency in Microsoft Office and office equipment.
Key Competencies
- Professionalism and integrity.
- Confidentiality and discretion.
- Initiative and accountability.
- Teamwork and collaboration.
- Adaptability and flexibility.
- Strong organizational and planning skills.
- Customer-focused approach.
Working Conditions
- Full-time, office-based position.
- Standard business hours with occasional overtime during recruitment, payroll processing, audits, or company events.
Preferred Qualifications
- Experience using HRIS or payroll software.
- Knowledge of local labor laws and employment regulations.
- Experience in facilities management, procurement, or office administration.
- Certification in Human Resources or Business Administration is an added advantage.
