Admin & HR Officer

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Responsible for the overall administration job function and assisting HR & Administration Department.

Your function consists of:

• Able to work independently with a positive attitude in personal development and easy interaction with internal and external colleagues and business associates.
• Travel arrangements: Responsible for flights booking, accommodation, visa application etc. for employees but not limited in rendering assistance for ground arrangements for incoming visitors.
• Renewal of company contracts/agreements: Responsible to ensure all renewals are renewed before expiration dates, e.g. buildings tenancy agreements, company car insurance and road tax, company insurances, certificate for premise licenses, mobile contracts, vendors’ contracts etc.
• Utilities management: Liaise with government agencies, utility service providers for applying/renewing/terminating office related licenses or services. Verify monthly invoices and submit to finance after approval.
• Dealing with Vendors: Liaise with building management, parking attendance, courier companies, contractors, food caterers etc. whenever needed for office maintenance and administrative requirements.
• Maintaining Employees Asset List: Responsible for maintaining all employees' company assets list to ensure that all company assets are registered accordingly prior to providing to the employees including handling all the relevant access cards. Ensure all company assets are returned promptly and in good condition.
• Employees Hospitalization & Surgical Insurance scheme: Responsible for the Hospitalization & Surgical insurance policies for employees and support all employees if they have any queries for business travel insurance for their business trips.
• Verify monthly invoices: Verify all admin related invoices and submit to finance for payment after approval.
• HR & Admin Expenses Report to HODs: Update and maintain a monthly record of the local employees’ expenses such as petrol card usage, toll card usage, mobile phone calls expenses, mileage and providing a quarterly report of these expenses to all HODs.
• Leaves Management: Update and ensure the data is in order including maintaining a proper record keeping/filing of documents and preparation of yearly leave files for all employees.
• Safety related matters: Responsible to report monthly Accident Reporting at EHS Management App. Lead the bi-monthly SafeStart Refresh & Safety Talk. Update the required details at EHS Site Excellence Tool.
• Office admin purchase: Responsible to purchase and manage stocks for usage of office beverages and stationeries.
• HR Projects: Responsible to roll out the HR projects launched from group (i.e. engagement survey, Teammates of Etex, order posters) and assist in teammates engagement activities.
• Onboarding and exit of employees.
• Update and maintain a record for employees' yearly training hours & costs.
• Yearly updating Asia Pacific Public Holidays list and e-mail to employees.
• General office administration and support: Upkeeping of office premises and ensure the safety of premises.

We are looking for a dynamic teammate with:

• Possess a diploma/degree in Business Administration with a minimum of 2 years working experience in related fields. Working experience in HR is an added value.
• Fresh graduates are encouraged to apply.
• Pleasant personality, possess a positive attitude and good written and communication skills dealing with all relevant parties.
• Intermediate PC skills are necessary for the use of internal programs and software, especially Microsoft Office Suite (Word, Excel, PPT).
• Good command of English language is a prerequisite. Other language skills in Mandarin and Bahasa Melayu are an added advantage.
• Excellent time management skills to plan and organize jobs and projects and the ability to prioritize work for meeting deadlines.
• Knowledge of office management systems and procedures with strong organizational skills and the ability to multi-task.
• Good knowledge of administration principles and techniques including working with tight deadlines and meeting deadlines.
• Able to work under minimal supervision, independently or as part of a team.
• Attention to detail and problem-solving skills.