HR Assistant Manager

The Assistant HR and Admin Manager supports the Head of HR in executing human resources and administrative functions. The role involves managing day-to-day HR activities, providing administrative support, and ensuring smooth office operations. This position is crucial for maintaining an efficient and compliant HR environment while ensuring the organization’s administrative needs are met.

Key Responsibilities:

Human Resources Management:

• Recruitment & Onboarding:

  • Manage the recruitment process by sourcing, screening, and interviewing candidates.
  • Coordinate with department heads to understand hiring needs and create job descriptions.
  • Post job advertisements on appropriate job boards, and professional networks, and track responses.
  • Conduct reference checks and assist in making hiring decisions.
  • Prepare offer letters
  • Conduct orientation sessions for new employees, introducing them to company culture, policies, and procedures.

• Employee Records & Documentation:

  • Maintain accurate and up-to-date employee records in HR systems and physical files.
  • Prepare contracts, offer letters, and other HR documentation as required.
  • Ensure all records comply with legal and organizational policies regarding confidentiality.

• Payroll & Benefits Administration:

  • Assist in the preparation and processing of payroll, ensuring timely and accurate payment.
  • Support the administration of employee benefits programs, including enrolment, tracking, and resolving inquiries.

• Performance Management:

  • Coordinate performance review cycles, assisting in scheduling and tracking evaluations.
  • Support the implementation of employee recognition programs and initiatives.

• Learning & Development:

  • Help organize training programs and workshops to enhance employee skills and development.
  • Track employee training records and ensure compliance with mandatory training requirements.

• Employee Relations:

  • Act as a point of contact for employee inquiries and concerns, escalating issues to the HR Manager as needed.
  • Assist in managing employee grievances and disciplinary actions in compliance with company policies.

Administration & Office Management:

• Office Administration and Travel

  • Manage office supplies, equipment, and services to ensure a well-functioning office environment.
  • Oversee facility management and coordinate with service providers for office maintenance and repairs.
  • Organize and manage internal company events, meetings, and staff gatherings.
  • Manage the company’s travel policy and ensure cost-effective travel planning.

Compliance & Reporting:

• HR Policies & Procedures:

  • Assist in developing and enforcing HR policies, ensuring compliance with local labor laws and company standards.
  • Keep abreast of changes in labor legislation and inform management of necessary updates.

• Audit & Reporting:

  • Assist in preparing HR and admin reports, including monthly workforce statistics, leave balances, and compliance audits.
  • Support internal and external audits by providing necessary documentation and information.

Team Support:

• Act as a liaison between the Head of HR and other departments to facilitate communication and resolve issues.

Key Competencies:

• Communication Skills: Strong verbal and written communication skills; ability to effectively interact with employees at all levels.
• Organizational Skills: Excellent time management and organizational abilities; ability to manage multiple tasks simultaneously.
• Attention to Detail: High level of accuracy and attention to detail, especially when handling payroll, benefits, and documentation.
• Problem-Solving: Ability to handle employee issues and office management problems with creativity and discretion.
• Teamwork & Collaboration: Strong ability to work collaboratively with colleagues and contribute to team success.

Qualifications & Experience:

• Bachelor’s degree in human resources or related
• Minimum 5 years of experience in HR operations and administration, preferably within a fast-paced environment.
• Prior supervisory or managerial experience would be an added advantage.
• Strong working knowledge of HR systems, payroll administration, and office administration.
• Hands-on experience managing the full recruitment cycle independently, including sourcing, screening, interviewing, selection, and onboarding, without reliance on recruitment agencies.
• Good understanding of employment legislation, labour laws, and HR best practices.
• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Strong organizational, planning, and multitasking skills, with the ability to manage multiple priorities effectively.
• Strong interpersonal, stakeholder management, and communication skills, with the ability to build positive working relationships across all levels.
• Able to work under pressure, manage tight deadlines, and respond effectively to changing priorities and urgent assignments.
• Previous experience in the engineering, instrumentation, oil & gas, energy, or other industrial sectors would be an added advantage.
• Willing to support SEA regional task as and when required (if required)