Job Description

Job Overview: We are seeking a dedicated HR Admin & Facilities Executive to manage our office operations and ensure a safe, efficient, and welcoming environment for our employees and visitors. This role involves managing office administration, health and safety compliance, and effective communication and coordination with internal departments and external stakeholders. Key Responsibilities: 1. Office Administration Handle day-to-day general office administrative tasks and overall office management. Oversee office desk arrangements and movements, ensuring new staff and partner hosts have appropriate space, equipment, and supplies for work. Manage reception duties, including call handling and access card control. Provide accurate and up-to-date documentation and maintain good filing systems and practices (softcopy & hardcopy). Manage the entire purchasing process from requisition to acquisition for the supplies, services, and construction's requirement (sourcing, request for quotation, negotiation, purchase order issuance, contract and expediting). Maintain inventory of office supplies, equipment, and furniture; conduct monthly stock counts and reorder as necessary. To assist the validity of the company registration and ensure licenses are renewed in timely manner in order to comply with the statutory requirement. Coordinate orientation of new staff and visitors, ensuring compliance with safety and security policies and procedures. Oversee incoming and outgoing mail distribution, and coordinate courier services for parcel/document delivery. Manage company vehicles, ensuring compliance with policies and procedures, verifying monthly fuel consumption and driver's overtime, and overseeing regular maintenance, cleanliness and daily checklists. Support event planning and organization for company meetings, conferences, training and other gatherings. Attend to travel requests for national and international travels, including booking vehicles and accommodation, purchasing tickets and travel insurance. Assist in managing office expenses, ensuring cost-effective solutions. 2. Health and Safety Ensure compliance with health and safety regulations and implement measures to maintain a safe work environment. Conduct routine facility inspection and maintenance checks, including firefighting equipment, and manage schedule maintenance. Conduct regular inspections to identify potential hazards and address them promptly. Implement emergency response plans, evacuation procedures, and first aid protocols. Promote employee well-being by organizing wellness programs and initiatives. 3. Communication and Coordination Liaise with internal departments, employees, and external stakeholders to address their facility-related needs. Collaborate with HR, IT, and other teams to ensure efficient coordination of office space and resources. Maintain ongoing communication with contractors, check completed works by contractors. Manage contracted cleaners to ensure cleanliness of the facilities within the office area meets Health, Safety and Environment Standard. 4. Human Resources Implement company HR & Admin policies and procedures for further review by the HR Manager. Maintain employee personal files and procedural documentation, attendance tracking and claims verification. Handle ad-hoc Human Resource and administrative tasks as assigned. Qualifications: Candidate must possess at least a Diploma / Certificate in Business Studies & Administration / Hotel Management / Inventory Management / Logistics / Supply Chain Management. At least 3 years of working experience in the related field is required for this position. Required language: Chinese, Malay, English. Hands on experience with MS Office. Able to communicate professionally with people within all levels of the organization. Strong organizational with an ability to think proactively and prioritize work and time- management skills. Knowledge & experience in procurement & inventory control management. Experience in developing administration systems, policies and procedures is an advantage. Able to work under pressure in a fast-paced environment and meeting tight deadlines. Able to work overtime if required. Able to travel when required.

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