Supervisor/Sr.Supervisor - HR & Administration

About the role

Supervisor / Sr. Supervisor – HR & Administration role managing BOI visa, work permit, and immigration processes for foreign employees and secondees. The role oversees office administration and workplace services, supervises janitorial services, manages canteen operations, employee shuttle vans and transportation, and coordinates external vendors and service agreements. You will lead and coach the Admin/GA team and outsourced service personnel, handle multiple administrative schedules simultaneously, and resolve day-to-day administrative problems independently.

Key responsibilities

• Manage BOI visa, work permit, and immigration processes for foreign employees and secondees
• Coordinate secondment arrangements, including condominium/accommodation, hotel, air tickets, transportation, and related administration
• Manage guest, customer, visitor, and management reception, ensuring professional arrangements and smooth schedules
• Oversee office administration and workplace services, including office facilities, meeting rooms, stationery, consumables, uniforms, and general office requirements
• Supervise janitorial services and workplace cleanliness, including daily work allocation and service standards
• Manage canteen operations, vendors, service quality, hygiene coordination, and employee-related issues
• Manage employee shuttle vans and transportation, including routes, schedules, vendors, and issue resolution
• Manage external vendors, quotations, service agreements, purchasing coordination, cost control, and service performance
• Lead, coach, and monitor the performance of the Admin/GA team and outsourced service personnel
• Resolve day-to-day administrative problems independently and escalate significant issues appropriately

About you

• Around 5–8 years of HR/Admin/GA experience, preferably with at least some supervisory experience. Manufacturing or multinational-company experience preferred

The most important characteristics for this role should be:

• High accountability — takes ownership from beginning to completion and follows up without needing repeated reminders
• Strong problem solving — when something goes wrong with a van, hotel, visa, canteen, visitor, or facility, the person should quickly identify alternatives and solve the issue rather than only report the problem.
• Excellent planning and time management — this role will constantly have overlapping deadlines such as visa expiry dates, flights, hotel bookings, customer visits, shuttle schedules, uniform distribution, and vendor activities.
• Flexible and responsive — Admin/GA work often involves unexpected changes, particularly management visits, expatriates, transportation, and customer requirements.
• Smart and practical — able to prioritize what is urgent versus important and make sensible decisions without overcomplicating simple issues.
• Good English communication — comfortable speaking and writing with foreign employees, secondees, visitors, management, hotels, airlines, and external parties.