Front Office Administrator (Contract/Temporary)

Maternity cover until end of February 2025 - contract/temporary

Responsibilities

Office Administration
• Front office receptionist to answer phone calls, meet and greet visitors and guests.
• Manage office inventory stock supplies, place orders and replenish stocks timely e.g. stationery, food and beverage etc.
• Maintain Company staff directory including phone, emails contact information in the system and on the noticeboards are up to date.
• Ensure that the office facility, for example, meeting rooms and common areas (pantry) are always maintained at 5S standards and cleanliness. Oversee and ensure that housekeeper (cleaner) completes the required cleaning regime.
• Coordinate courier services, receiving post mails and delivery parcels.
• Ensure associated work permit/ license permits of the building are valid and renewed timely.
• Office equipment and assets are maintained and service timely, such as lightening, photo copier, coffee and water dispenser machines etc.
• Raise Purchase Requisitions (PRs) and Do Good Receipt (“GR”) in IFS Application (ERP system) for invoices on expenses once Purchase Order (“PR”) is released by Finance Department for SEAPT Malaysia office and Singapore office (if required).
• Work closely with Office & HR Teams based in Singapore office on office and HR matters as required.
• Any other ad-hoc duties/projects related as assigned by direct supervisors.

HR, HSE, IT & Ad-hoc Projects
• Administer the full spectrum of regional HR services including supporting recruitment, onboarding, orientation and exit processes, performance management (performance appraisal), talent management, employee relations and engagement initiatives, payroll and benefits administration, employee well-being programs, event management, corporate insurance renewal, assist in HR audit, income tax filing and work pass applications/renewal associated matters etc.
• Responsible for Learning & Development of employees such as Training Needs Analysis, training budget. HRDF Administration and claim process.
• Prepare monthly update of staff movement report and organization chart, if required.
• Administer and ensure compliance of HR & HSE policies, guidelines, procedure and HSE reporting.
• Support IT personnel on requests to access server room and IT matters.
• Any other HR/ HSE/ Admin projects and ad-hoc duties as assigned.

Requirements

Minimum Diploma in Business Administration.

2 - 3 years of working experience in related field (Admin Operations).