HR & Admin Assistant (with IT & Digital Management Focus)
Key Responsibilities:
1.
Managing Office Access
- Coordination of Door Passes & Keys: Oversee the distribution and collection of office keys or access cards, ensuring security protocols are followed.
- Visitor Access Management: Ensure smooth visitor check-ins, coordinating with security or reception.
- Access System Monitoring: Maintain and troubleshoot office entry systems, ensuring they are functioning properly in the absence of the HRM.
- Cleanliness Coordination: Oversee cleanliness standards, liaising with the cleaning staff to ensure the office remains organized and hygienic.
2.
Booking Meeting Rooms & Coordination
- Meeting Room Scheduling: Manage the booking of meeting rooms based on the team's needs and availability.
- Room Preparation: Ensure rooms are equipped with necessary technology (projectors, whiteboards, etc.) and refreshments if needed.
- Team Coordination: Coordinate the availability of rooms and resources, minimizing scheduling conflicts.
3.
Pantry & Stationery Management
- Stock Management: Regularly monitor and maintain pantry supplies (coffee, tea, snacks) and office stationery to ensure availability.
- Budgeting: Order supplies within a set budget, keeping track of spending and adjusting when necessary.
- Company Apparel Management: Manage the distribution and inventory of company shirts or branded items.
- Cleaner Coordination: Ensure cleaning staff maintains office cleanliness according to the set schedule.
4.
Support During HRM's Absence
- Admin Operations: Take charge of daily administrative tasks when the HRM is on business trips.
- Team Support: Ensure HR activities continue to function smoothly, including managing office resources, schedules, and communications in the HRM's absence.
- Liaison Role: Act as the go-to person for HR or admin queries when the HRM is unavailable.
5.
HR InfoTech System Support
- Employee Records: Regularly update and maintain employee data in the HR InfoTech system (attendance, personal details, etc.).
- Attendance Management: Ensure all attendance data is accurately recorded, addressing any discrepancies as they arise.
- Reporting: Generate periodic reports on HR metrics (attendance, performance, etc.) to assist the HRM with decision-making.
- Email & Document Management: Handle company emails, collect mail, and assist in managing digital or paper files.
6.
IT & Digital Management
· Website Management: Basic understanding of website management (WordPress, Squarespace, etc.) and social media platforms (Facebook, Instagram, LinkedIn, etc.).
Key Skills & Qualifications:
- Bachelor's Degree (or equivalent experience) in a related field, such as:
· Human Resources
· Business Administration
· Information Technology
· Digital Media/Marketing
- Problem-Solving & Communication:
· Excellent communication skills, both written and verbal.
· Ability to work independently and manage a variety of tasks.
Comfortable in a fast-paced environment and adaptable to changing needs