Assistant HR & Admin Manager

Responsibilities:

1. Recruitment and Onboarding

• Review job advertisements prior to posting, screen CVs, conduct telephone screenings, coordinate interview schedules and interview panels, and participate in candidate interviews.
• Coordinate the recruitment process from requisition to offer, ensuring timely communication with candidates and hiring managers.
• Ensure all required candidate and new hire documentation is collected, verified, recorded, and properly filed.
• Coordinate onboarding arrangements, including employment documentation, system access, orientation, and other pre-employment requirements.
• Liaise with relevant departments and external parties on work permit, visa, and immigration matters for foreign employees, where applicable.

2. Compensation and Benefits

• Ensure accurate and timely monthly payroll processing
• Review and verify monthly payroll calculations, including salaries, overtime, commissions, allowances, deductions, leave, and other payroll-related adjustments.
• Ensure statutory contributions and payroll-related matters comply with applicable local requirements.
• Administer employee benefits, including medical insurance, group insurance, and other employee welfare programmes.
• Maintain accurate and up-to-date employee and payroll records.

3. HR Policies and Compliance

• Maintain and administer HR policies, procedures, and the Employee Handbook.
• Ensure HR practices comply with applicable employment laws, regulations, and statutory requirements.
• Maintain proper HR documentation and records for audit and compliance purposes.

4. Training, Development and Performance Management

• Coordinate employee training and development programmes and make recommendations based on business and employee needs.
• Liaise with external training providers and relevant authorities where applicable.
• Coordinate the implementation of annual performance reviews and ensure completion within the required timeline.
• Maintain training and performance records and support management in identifying employee development needs.

5. Employee Relations

• Work closely with senior management to address and resolve employee relations matters in a fair, practical, and timely manner.
• Provide guidance to employees and managers on HR policies, procedures, and employment-related matters.
• Support disciplinary and grievance processes and ensure appropriate documentation is maintained.
• Promote a positive and professional working environment.

6. Administration and Office Operations

• Oversee the day-to-day administration and office operations to ensure smooth and efficient business activities.
• Manage office facilities, supplies, equipment, maintenance, repairs, and general office requirements.
• Liaise with landlords, building management, contractors, suppliers, service providers, and other external parties on administrative and operational matters.
• Manage and monitor office-related contracts, service agreements, subscriptions, and renewals.
• Coordinate the procurement of office supplies, equipment, pantry supplies, and other administrative requirements, ensuring appropriate cost control.
• Maintain proper records of company assets, office equipment, documents, and administrative matters.
• Coordinate company licences, permits, registrations, and renewals with relevant authorities where applicable.
• Handle company insurance administration, including policy renewals, employee coverage, claims coordination, and liaison with insurance brokers or providers.
• Support company events, meetings, office activities, and other administrative arrangements as required.
• Develop and maintain proper administrative procedures and filing systems to ensure efficient office operations.

7. Travel and Immigration

• Supervise and coordinate travel and hotel arrangements for employees, management, and visitors.
• Coordinate business travel arrangements, including flights, accommodation, transportation, and related administrative requirements.
• Assist with visa, work permit, employment pass, and immigration matters for foreign employees, where applicable.
• Liaise with travel agencies, immigration authorities, government agencies, and other relevant parties as required.

8. General Administration and Operational Support

• Provide administrative and operational support to management and employees as required.
• Coordinate with internal departments and regional/HQ teams on HR and administrative matters.
• Support company projects, store openings, and other business initiatives from an HR and administrative perspective.
• Assist with ad hoc projects and assignments as requested by management.
• Identify opportunities to improve HR and administrative processes, efficiency, and cost effectiveness.

Qualifications:

• Candidate with more experience will be considered as HR & Admin Manager
• Bachelor's Degree in human resources or a related discipline, or an equivalent combination of education and experience.
• Minimum of 4-5 years of experience in the field of Human Resources Managerial.
• Ability to define problems, establish facts, analyze situations and make decisions.
• Excellent written and verbal English and local language skills.
• Ability to interact with and lead employees at various levels.
• Strong understanding of confidentiality as it relates to Human Resources.
• Proficient in MS Office, including Word, Excel, and Outlook.
• A team player with leadership skills.