We are looking to hire a well-organized and responsible office professional to assume the position of HR cum Office Manager. This candidate will have a background in office management and administration, with hands-on experience in HR administration and operations, and experience interfacing with clients.

The ideal candidate is a highly motivated self-starter who understands the day-to-day needs of a fast-paced and forward-thinking environment. This role interacts daily with all firm guests, vendors, and staff members and may be asked to provide ad hoc administrative and HR operational support. To be successful in this position, you should be detail-oriented, professional, and possess excellent written and verbal communication skills.

Reporting to the Finance Controller and Human Resource Partner, you are primarily responsible for managing the company's office administration, HR administration, HR operations, purchasing, logistics, and office operations. You will ensure all administrative and HR processes are well-coordinated to achieve a high level of productivity and compliance within the company. This role is also key in ensuring the smooth daily operations of the business.

HR cum Office Manager

What You Will Do:

Office & Administrative Operations

1. Office Administrative Functions: Filing, scanning, copying documents, mail sorting and processing, printing and collating meeting or tender collateral.
2. Front Desk Reception Duties: Answer incoming calls, register and greet visitors, prepare meeting rooms.
3. Secretary Support: Assist MD with calendar management, scheduling and organising meetings, team and client events. Arrange conference calls and record meeting minutes.
4. Vendors Management: Coordinate with vendors for services such as stationery, business card printing, office equipment, and IT support.
5. Events Management: Organise meal arrangements or catering for clients, team events, or business partners.
6. Workplace Housekeeping: Ensure reception, pantry, and office areas are clean, organised, safe, and well-maintained at all times.
7. Logistics Management: Arrange and monitor local and international shipments, prepare export documentation, liaise with couriers and freight forwarders.
8. Facilities Management: Liaise with Building Management on facilities matters, emergency evacuation plans, repairs, maintenance, cleaning services, and statutory compliance.
9. Travel & Expense Management: Arrange business travel, accommodation, visas, and visitor logistics when required.
10. Expense Reimbursement: Process employee expense claims, verify receipts, and ensure timely reimbursement.
11. Pantry, Stationery & Office Equipment Supplies: Maintain inventory levels, place orders, and manage service contracts.
12. Inventory Management: Track, monitor, and safeguard office inventory and demo equipment.
13. Procurement Support: Source quotations from vendors and suppliers in coordination with operations and project teams.

HR Administration & HR Operations

1. Onboarding & Offboarding: Coordinate onboarding and offboarding processes, including employment documentation, system access, equipment setup, and exit formalities.
2. HR Administration: Maintain accurate and up-to-date employee records, HR files, contracts, and documentation in compliance with company policies and statutory requirements.
3. Payroll & Leave Administration Support: Support HR and Finance in payroll processing, leave management, claims tracking, and employee data updates.
4. HR Policies & Compliance: Assist in the administration and communication of HR policies, procedures, and internal guidelines. Ensure compliance with employment laws and workplace regulations.
5. Training & Development: Maintain employee training records and coordinate with training providers for relevant courses and programs.
6. Employee Engagement & Support: Act as a point of contact for employees on HR administrative matters and provide day-to-day operational HR support.
7. Health & Safety Administration: Support workplace health and safety initiatives and ensure compliance with relevant regulations.
8. Coordination with Stakeholders: Liaise with internal teams, HR partners, and external authorities when required.
9. Any other duties as assigned from time to time.

What Requirements You Need:

1. Diploma in Business Administration, Human Resources or related field, with 3-4 years of experience in office management and HR administration

2. Meticulous, analytical, organised, resourceful, and self-motivated

3. Strong organisational and time management skills with the ability to multi-task

4. Mature, adaptable, and able to interact effectively with all levels

5. Comfortable working in a fast-paced and evolving environment

6. High level of integrity and professionalism

7. Strong ability to maintain confidentiality

8. Positive working attitude and willingness to learn

9. Good command of spoken and written English

10. IT-savvy with proficiency in Microsoft Word, Excel, PowerPoint, and related tools

11. Willingness and aptitude to learn new systems and software

12. Able to work independently with minimal supervision and collaboratively in a team

13. Knowledge of workplace health and safety regulations

14. Knowledge of HR policies, procedures, and employment regulations is an advantage

Application Information:

We regret to inform that only shortlisted candidates will be notified. All applications will be treated with the strictest confidence.

By submitting any application or resume to us, you will be deemed to have read and agreed to the terms of our Privacy Policy, and consented to us collecting, using, retaining, and disclosing your personal information to prospective employers for their consideration. You may refer to the Company Privacy Policy at https://www.clixer.com/privacy for more information.