HR Administration & Reception Officer

ABOUT CORAL LIFE

CORAL LIFE is a leading Energy Service Company (ESCO) committed to delivering innovative energy efficiency solutions. We integrate consultation, design, construction, renovation, and facility management to create sustainable, energy-efficient, and healthy buildings. Utilizing advanced technologies such as Passive House standards, HVAC systems, Internet of Things (IoT), and Digital Twin, we help clients achieve Net Zero goals while optimizing energy use and enhancing air quality.

THE ROLE

We are seeking an HR Administration & Reception Officer who can be the first point of contact for CORAL Life — welcoming guests, clients and candidates with a professional, friendly presence — while keeping day-to-day HR administration and office operations running smoothly and accurately. We want an organised, service-minded person who can juggle front-desk activity, HR paperwork and office logistics without losing attention to detail, and who handles confidential information with integrity.

JOB DESCRIPTION

JOB DESCRIPTION

1. Reception & Front Desk

• Greet and welcome guests, clients and interview candidates; issue visitor passes and direct them to the appropriate person or meeting room.

• Answer incoming calls, screen and record messages, and transfer calls to the relevant departments.

• Manage incoming and outgoing mail, parcels, courier and document deliveries, ensuring items reach the right recipient on time.

• Keep the reception and meeting areas tidy, presentable and ready for visitors.

2. Human Resources Support

• Coordinate recruitment activities: post job openings, pre-screen CVs, schedule interviews and send confirmation emails to candidates.

• Support onboarding and offboarding: prepare welcome kits, collect new-hire documents (ID, contracts, bank details) and assist with exit checklists.

• Maintain accurate physical and digital employee files and keep HR databases / HRIS up to date.

• Track attendance, leave and probation milestones, and prepare related records for HR review.

• Respond to basic employee enquiries on company policies, leave balances and employee benefits.

3. Admin & Operation

• Prepare and process monthly payments accurately and on time.

• Prepare and submit Purchase Requests (PR) and Purchase Orders (PO) for related expenses (e.g. services, insurance, uniforms, office supplies, employee activities) in accordance with company procedures.

• Coordinate with Finance, Procurement and vendors to follow up on PR/PO approvals, invoices and payment status.

• Verify invoices and supporting documents for accuracy and completeness before submitting payment requests.

• Maintain a tracker and file of PR/PO and payment records for budget monitoring and audit reference.

• Coordinate with internal teams and external vendors on HR-related matters (e.g. assets, insurance, visa/work permit).

• Monitor stock levels of stationery and pantry items and place orders with vendors.

• Book meeting rooms and support internal meetings, training sessions, company events and staff travel arrangements.

4. Building & Facility Management

• Act as the main point of contact with building management for office access, key cards, parking and building notices.

• Coordinate repairs and preventive maintenance of office facilities and equipment (e.g. air-conditioning, lighting, electrical, plumbing) with building management and contractors.

• Arrange and monitor cleaning, security and pest-control services, and follow up on vendor service quality.

• Maintain the office asset and equipment register, including furniture, IT equipment and access cards issued to employees.

• Support workplace health, safety and fire-safety requirements, including emergency drills and first-aid supplies.

5. Company Announcements

• Announce temporary policy updates and company news.

• Distribute internal communications via Email, Microsoft Teams and LINE.

6. Other Duties

• Support the team and the company, and coordinate with relevant parties on other tasks as assigned.

QUALIFICATIONS & EXPERIENCE

• High Vocational Certificate or Bachelor’s degree in any field.

• At least 1 year of experience in reception, administration, HR support or customer service (new graduates are welcome).

• Excellent Thai communication skills; basic English communication skills are an advantage.

• Well organized and able to multitask — handling walk-in guests, phone calls and HR paperwork with strong attention to detail.

• Able to work under pressure and solve problems effectively.

• Responsible and punctual, with a high level of discretion when handling confidential customer, company and employee information.

• Proficient in Microsoft Office (Word, Excel, Outlook) and Microsoft Teams.

• Service-minded, friendly and well presented, with a positive, can-do attitude.

• Experience with HRIS or database software and basic knowledge of Thai labour law would be a plus.