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1. Office & Building Administration

• Coordinate day-to-day office operations including reception services, meeting room readiness, office cleanliness standards, and administrative support services.
• Coordinate building/facility matters (maintenance requests, repairs, utilities coordination, access arrangements) with landlords, contractors, and service providers.
• Maintain office operating procedures (admin SOPs), service logs, and ensure compliance with workplace rules and safety practices.

2. Supplies, Stationery & Administrative Procurement Support

• Manage office supplies and stationery inventory, including forecasting, purchasing requests, receiving, and stock control.
• Coordinate small procurement requests for office services and ensure cost control and proper documentation.
• Maintain vendor lists, quotations, service records, and administrative contracts as assigned.

3. HR Documentation, Employee Files & HR Records Governance

• Maintain complete and accurate employee personal files (physical and/or digital) including contracts, IDs, onboarding documents, benefits documentation, and key HR forms.
• Ensure proper HR documentation lifecycle management (creation, update, archiving, retention) and confidentiality standards.
• Support preparation and issuance of HR letters, confirmations, and other HR documentation as assigned.

4. Attendance Tracking, Leave Administration & Reporting

• Manage daily attendance tracking processes including check-in/out records, absence monitoring, and follow-up with employees and supervisors.
• Maintain leave and attendance records and generate routine attendance reports for HR and management review.
• Support enforcement of attendance discipline by tracking patterns and supporting documentation for HR action.

5. HR Compliance Administration

• Support HR compliance administration such as maintaining required employee documentation, ensuring policy acknowledgement records, and supporting regulatory documentation readiness.
• Maintain HR policy and procedure records and support rollout documentation (sign-off forms, awareness logs).
• Support audit readiness from an HR administration perspective by ensuring evidence completeness and orderly filing.

6. Team Coordination & Supervision (Receptionist and Non-Office Staff)

• Supervise the Receptionist’s daily operations, attendance, and service quality; provide guidance and task prioritization.
• Coordinate administrative attendance reporting and basic scheduling for non-office staff (e.g., cleaner, security) and ensure service standards are met.
• Coordinate with vendors/outsourced service providers for cleaning and security performance follow-ups where applicable.

Education & Qualification:

• Bachelor’s degree in Human Resources, Business Administration, Management, or related field is preferred.

Experience (Essential)

• 4+ years of experience in HR administration and/or office administration, with strong hands-on HR documentation and attendance tracking experience.
• Strong understanding of HR administration processes, records governance, confidentiality, and documentation discipline.
• Experience coordinating office services, supplies, vendors, and facility matters in a corporate environment.
• Strong integrity and reliability due to access to confidential employee and company information.

Experience (Highly Preferred)

• Experience supporting HR compliance documentation, policy rollouts, and audit readiness is an advantage.
• Experience supervising reception or administrative support staff is an advantage.
• Experience using HRIS/attendance systems, spreadsheets, or basic reporting tools is an advantage.

Skills & Competencies

• Strong organization, attention to detail, and disciplined filing/document control.
• Strong communication and coordination skills with employees, vendors, and internal stakeholders.
• Ability to multitask and prioritize under deadlines; proactive problem-solving.
• High service mindset with firm adherence to policy and confidentiality.

WORKING CONDITIONS

• Role is office-based and may occasionally require extended hours for administrative deadlines, office events, or urgent facility matters.
• Strict confidentiality is required when handling employee records and sensitive HR information.