Admin & HR Executive (Contract)

Company: Mitsubishi Chemical Singapore Pte. Ltd.

JOB PURPOSE

The primary role of the Admin & HR Executive is to manage general administration matters and support the human resources functions of the company and its assigned affiliates.

JOB RESPONSIBILITIES

The main responsibilities include, but are not limited to:

Secretary to the Managing Director (MD)

• Coordinate transport arrangements for the MD, including scheduling with the MD’s driver.
• Process the MD’s local and overseas expenditure claims.
• Organize golf outings and competitions with internal and external parties, including booking golf courses.
• Arrange lunch and dinner venues and manage menu selections.
• Host visiting guests for the MD, including scheduling meetings in Singapore.
• Perform other ad-hoc duties as assigned by the MD or superior.

General Affairs and Administration

Routine Responsibilities

• Manage and assist with all general facility tasks of the office (e.g., office contracts, security, renovations).
• Liaise with building management regarding air-conditioning and other office-related matters.
• Support office fire evacuation exercises.
• Ensure all office security protocols are followed.
• Maintain inventory of stationery, pantry, and general office supplies.
• Oversee mail management, including coordinating with the MD’s driver.
• Arrange office cleaning services.
• Apply for staff access passes from building management and manage card activation with Secom Security System, including staff access passes and company key inventory.
• Review invoices, seek approvals, and arrange payments, including cost allocation.
• Manage subscriptions for newspapers, magazines, and electronic news, including notifying JIJI Press of email changes.
• Maintain the Monthly Back to Office (BTO) Schedule and Flexible Work Arrangement (FWA) Schedule, submitting actual man-hours to EHS.

As Needed

• Revise and enhance office infrastructure.
• Support company events.
• Manage company vehicles, parking lots, and related insurance matters.
• Update the telephone directory.
• Handle the application, termination, and management of corporate credit cards, liaising with banks as necessary.
• Manage golf memberships and bookings for golf courses.
• Maintain corporate rates with vendors, including hotels.
• Conduct market benchmarking for vendor services and charges to ensure cost-effectiveness.
• Arrange external transportation, including tentative car hires upon request.
• Coordinate accommodations and transportation for guests from group companies, including hotel bookings and restaurant reservations.
• Perform other ad-hoc duties as requested by management.

Reception Job Functions

Routine Responsibilities

• Manage the reception area and office intercom.
• Oversee guest pass access.
• Support safe management measures in the office.
• Serve drinks to guests as needed in the absence of the Tea Lady.
• Address any other matters related to reception duties.

Human Resources

Primary Duties

Routine Responsibilities

• Manage leave requests and related matters.
• Process medical claims and annual health checks for locally hired employees.
• Assist in maintaining training and development programs for locally hired employees.
• Handle reimbursement claims for expatriate employees (e.g., GMP-related claims).

As Needed

• Support recruitment for new and replacement hires.
• Assist with the onboarding and offboarding processes for employees.
• Advise employees on entitlements and explain employment standards and legislation as needed.
• Counsel and consult with managers and employees on HR-related issues to enhance organizational effectiveness.

Secondary Duties (As Needed)

• Liaise with system vendors to handle and maintain the HR system (EHR).
• Cover for HR team members during their absence.
• Perform other ad-hoc duties as assigned or requested by the immediate superior or General Manager.

EDUCATION AND EXPERIENCE

Education

• Minimum diploma in Business Administration, Human Resources, or a related field.

Experience / Skills

• At least 2 years of relevant administrative experience.
• Fluency in English (both written and oral).
• Self-motivated, resourceful team player with a flexible and positive approach to work, able to adapt quickly to changes and effectively multitask.
• Meticulous with strong time management skills.
• Capable of prioritizing tasks and delivering work on time.
• Excellent interpersonal skills.
• Strong team player with the ability to work independently (for Senior Executive roles) with minimal supervision.
• Ability to meet deadlines.
• Preferably knowledgeable in Workday HR system and Frontier.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).