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The HR and Admin Executive is responsible for providing comprehensive support in human resources and administrative tasks, with a focus on recruitment, onboarding, employee benefits, payroll, and office management. The role includes coordinating hiring processes, managing employee records, and facilitating interdepartmental communication. The ideal candidate should have strong organizational skills, a proactive approach to problem-solving, and the ability to manage sensitive information with discretion.
Key Responsibilities
1. HR Responsibilities:
- Recruitment and Staffing:
- Assist in the recruitment process by posting job openings on various platforms, screening resumes, and shortlisting candidates.
- Coordinate interview schedules with candidates and hiring managers, ensuring a smooth interview process.
- Conduct initial phone screenings to evaluate candidate fit for the role.
- Assist in drafting job descriptions and updating them based on departmental needs.
- Support the recruitment of temporary, contract, and freelance staff as needed.
- Maintain a database of potential candidates for future hiring needs.
- Onboarding and Orientation:
- Prepare and maintain employee documents, including contracts, personal information, and job descriptions.
- Facilitate the onboarding process by granting new hires work-related access (e.g., email accounts, software permissions, office keys).
- Conduct orientation sessions to familiarize new employees with company policies, culture, and job expectations.
- Offboarding and Termination:
- Manage the offboarding process, including exit interviews, collection of company property, and revocation of system access.
- Ensure the proper handling of termination documentation and process final payroll in compliance with legal requirements.
- Employee Performance and Issue Tracking:
- Monitor probation periods, ensuring timely assessments, and facilitate the process for extensions or successful completions.
- Collaborate with department supervisors to track incidents, maintain records, and assist in resolving employee issues.
- Draft and issue warning letters when necessary, following up on corrective actions as required.
- Support job adjustments, promotions, and demotions by coordinating with management to update roles and responsibilities.
- Inter-team Communication:
- Act as a liaison between different departments to facilitate effective communication on HR-related matters.
- Disseminate important updates or policy changes to ensure all staff members are informed.
- Policy and Handbook Management:
- Regularly update and maintain the employee handbook to reflect changes in policies, procedures, and company guidelines.
- Ensure compliance with local labor laws and HR best practices, updating policies as needed.
- Payroll and Compensation:
- Assist in processing payroll by ensuring accurate tracking of attendance, leaves, and salary adjustments.
- Handle regular tax submissions and other statutory deductions in line with legal requirements.
- Oversee the disbursement of contractor and freelance service fees, ensuring timely and accurate payments.
- Processing of Employee Claims and Reimbursements:
- Assist in the processing of employee benefit claims, ensuring documentation is complete and in line with company policies.
- Handle staff reimbursements by verifying expenses, coordinating approvals, and liaising with finance for timely disbursement.
- Collaborate with finance to process customer refunds when necessary, ensuring alignment with company policies and procedures.
- Employee Engagement and Company Activities:
- Keep track of and organize company events, team bonding activities, and employee engagement initiatives.
- Support planning and execution of events to foster a positive work environment and enhance team morale.
2. Administrative Responsibilities:
- Office Management:
- Maintain office supplies and equipment, coordinating with vendors for purchases and services.
- Manage incoming and outgoing correspondence, including emails, letters, and packages.
- Organize and schedule meetings, appointments, and events.
- Prepare and distribute internal communications, such as memos and announcements.
- Handle travel arrangements and itineraries for staff when needed.
- Assist in maintaining a clean, organized, and efficient office environment.
- General Support:
- Provide administrative support to various departments as needed.
- Assist in preparing reports, presentations, and documentation.
- Support in organizing company events, meetings, and conferences.
Qualifications:
- Diploma or degree in Human Resources, Business Administration, or a related field.
- 1-2 years of experience in HR or administrative roles, with exposure to recruitment processes.
- Familiarity with HR software and Microsoft Office (Word, Excel, PowerPoint).
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Ability to handle confidential information with discretion.
- Detail-oriented and proactive approach to tasks.
The HR and Admin Executive is responsible for providing comprehensive support in human resources and administrative tasks, with a focus on recruitment, onboarding, employee benefits, payroll, and office management. The role includes coordinating hiring processes, managing employee records, and facilitating interdepartmental communication. The ideal candidate should have strong organizational skills, a proactive approach to problem-solving, and the ability to manage sensitive information with discretion.
Key Responsibilities
1. HR Responsibilities:
- Recruitment and Staffing:
- Assist in the recruitment process by posting job openings on various platforms, screening resumes, and shortlisting candidates.
- Coordinate interview schedules with candidates and hiring managers, ensuring a smooth interview process.
- Conduct initial phone screenings to evaluate candidate fit for the role.
- Assist in drafting job descriptions and updating them based on departmental needs.
- Support the recruitment of temporary, contract, and freelance staff as needed.
- Maintain a database of potential candidates for future hiring needs.
- Onboarding and Orientation:
- Prepare and maintain employee documents, including contracts, personal information, and job descriptions.
- Facilitate the onboarding process by granting new hires work-related access (e.g., email accounts, software permissions, office keys).
- Conduct orientation sessions to familiarize new employees with company policies, culture, and job expectations.
- Offboarding and Termination:
- Manage the offboarding process, including exit interviews, collection of company property, and revocation of system access.
- Ensure the proper handling of termination documentation and process final payroll in compliance with legal requirements.
- Employee Performance and Issue Tracking:
- Monitor probation periods, ensuring timely assessments, and facilitate the process for extensions or successful completions.
- Collaborate with department supervisors to track incidents, maintain records, and assist in resolving employee issues.
- Draft and issue warning letters when necessary, following up on corrective actions as required.
- Support job adjustments, promotions, and demotions by coordinating with management to update roles and responsibilities.
- Inter-team Communication:
- Act as a liaison between different departments to facilitate effective communication on HR-related matters.
- Disseminate important updates or policy changes to ensure all staff members are informed.
- Policy and Handbook Management:
- Regularly update and maintain the employee handbook to reflect changes in policies, procedures, and company guidelines.
- Ensure compliance with local labor laws and HR best practices, updating policies as needed.
- Payroll and Compensation:
- Assist in processing payroll by ensuring accurate tracking of attendance, leaves, and salary adjustments.
- Handle regular tax submissions and other statutory deductions in line with legal requirements.
- Oversee the disbursement of contractor and freelance service fees, ensuring timely and accurate payments.
- Processing of Employee Claims and Reimbursements:
- Assist in the processing of employee benefit claims, ensuring documentation is complete and in line with company policies.
- Handle staff reimbursements by verifying expenses, coordinating approvals, and liaising with finance for timely disbursement.
- Collaborate with finance to process customer refunds when necessary, ensuring alignment with company policies and procedures.
- Employee Engagement and Company Activities:
- Keep track of and organize company events, team bonding activities, and employee engagement initiatives.
- Support planning and execution of events to foster a positive work environment and enhance team morale.
2. Administrative Responsibilities:
- Office Management:
- Maintain office supplies and equipment, coordinating with vendors for purchases and services.
- Manage incoming and outgoing correspondence, including emails, letters, and packages.
- Organize and schedule meetings, appointments, and events.
- Prepare and distribute internal communications, such as memos and announcements.
- Handle travel arrangements and itineraries for staff when needed.
- Assist in maintaining a clean, organized, and efficient office environment.
- General Support:
- Provide administrative support to various departments as needed.
- Assist in preparing reports, presentations, and documentation.
- Support in organizing company events, meetings, and conferences.
Qualifications:
- Diploma or degree in Human Resources, Business Administration, or a related field.
- 1-2 years of experience in HR or administrative roles, with exposure to recruitment processes.
- Familiarity with HR software and Microsoft Office (Word, Excel, PowerPoint).
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Ability to handle confidential information with discretion.
- Detail-oriented and proactive approach to tasks.