HRGA Senior Executive (General Affairs)

Role Summary

Support the Department Manager in overseeing General Affairs and Security functions including but not limited to welfare, expatriate administration, transportation, hostel, cafeteria management, office supplies, security and cleaner management to ensure smooth running to support all business functions. Candidates with exposure to Human Resources functions will have an added advantage, as the role will provide support to the HR team when required.

Responsibilities

• Oversee and manage the daily administrative and general affairs operations to ensure smooth business operations.
• Develop, implement, and maintain administrative policies, procedures, and internal guidelines.
• Manage office supplies, stationery, equipment and etc to ensure office operations are efficient, organized, and aligned with company operational needs.
• Coordinate company events, meetings, and administrative logistics as required.
• Manage end-to-end administration for HQ / China expatriates, including onboarding, documentation, local support, and offboarding processes.
• Coordinate visa applications, work permits, and immigration matters with relevant authorities and appointed agents.
• Serve as the key liaison between expatriates, internal departments, and external agents for administrative and logistical support.
• Provide guidance and support to expatriates to facilitate their adaptation to the local working and living environment.
• Oversee the overall management and administration of company hostels for expatriates.
• Ensure hostel facilities are safe, well-maintained, and compliant with company standards and local regulations.
• Manage accommodation allocation and coordinate with property agents or service providers for maintenance and repairs.
• Manage and coordinate transportation arrangements for expatriates and operational requirements.
• Coordinate drivers, vehicle scheduling, and transportation service providers.
• Act as the supervisor to security guards and cleaners to ensure effective support of daily business operations.
• Oversee security and cleaning service providers to ensure service quality and compliance with company policies and protocols.
• Ensure workplace safety, cleanliness, and proper maintenance of company premises.
• Monitor vendor performance and address service issues or improvements as necessary.
• Support and attend to internal and external audits related to HRGA & Security when necessary.
• Monitor security systems and conduct routine inspections of security equipment, reporting any abnormalities or malfunctions.
• Manage emergency situations and coordinate with local authorities when required.
• Implement and maintain appropriate security measures to safeguard company premises, employees, and assets.
• Manage external service providers including vending machine services, cafeteria, hygiene, cleaning, security, and transportation vendors.
• Review and administer service contracts while monitoring vendor performance and compliance with service agreements.
• Oversee the management and administration of company vehicles, including allocation, usage monitoring, maintenance coordination, and compliance with company policies.
• Manage and coordinate company vehicle parking arrangements to ensure proper allocation, organization, and efficient use of parking spaces.
• Monitor administrative service costs and identify opportunities to improve cost efficiency and service effectiveness.
• Participate in HRGA discussions, contribute recommendations on departmental initiatives and operational improvements, and support decision-making processes when required.
• Responsible to understand and comply to related Environmental Management System and Occupational Safety and Health Management System requirements.
• Cooperate with employer with regard to environmental, safety and health at workplace.

Job Requirements / Qualification

• Minimum 3 years and above of working experience in Administration, Human Resources or related field.

• Minimum Bachelor’s Degree in Business Administration, Human Resources, Management, or a related field.

• Good knowledge of general administration and office management practices.

• Strong organizational, coordination, and problem-solving skills.

• Ability to manage multiple tasks and priorities effectively.

• Good communication and interpersonal skills to liaise with internal departments, expatriates, and external vendors.

• Ability to work independently and maintain confidentiality when handling sensitive information.