Admin & HR Assistant

Polar Puffs & Cakes Pte Ltd; Singapore; On-site; SGD 22,000 - 29,000; Full time

Job summary

Polar Puffs & Cakes Pte Ltd in Singapore is seeking an Administration professional covering General Admin and HR Admin tasks. You will manage office supplies, coordinate procurement, liaise with suppliers, handle mail, and support onboarding and payroll-related admin.

Candidates should have at least an O level/NITEC and some admin experience; proficiency in Microsoft Office; good organisation and detail orientation; able to work independently and as part of a team.

Qualifications

• Minimum GCE 'O' Level, NITEC, Higher NITEC or equivalent.
• Relevant administrative experience preferred.
• Preferably 1–2 years of relevant administrative experience.
• Prior HR administrative experience will be an advantage.
• Proficient in Microsoft Office applications.
• Responsible, proactive and responsive, with the ability to work independently and as part of a team.
• Good organisational skills with strong attention to detail.
• Possess initiative and good problem-solving skills.
• Positive attitude with a willingness to learn and adapt to new tasks and challenges.

Responsibilities

• Manage the inventory, issuance and replenishment of office stationery, office supplies, pantry consumables and toiletries to ensure adequate stock levels.
• Maintain the office telephone routing system, update the telephone directory and circulate the latest version on a regular basis.
• Source quotations for office supplies, equipment, furniture and fittings, prepare price comparisons, and submit recommendations for management approval.
• Liaise with suppliers and service providers on routine administrative matters, including orders, deliveries and service follow-up.
• Match airway bills against invoices received from Finance and follow up on discrepancies where required.
• Sort and distribute incoming mail and coordinate courier services.
• Maintain proper filing and records of administrative documents.
• Perform other administrative duties and projects as assigned.
• Support the HR Executive in onboarding and offboarding administration.
• Update and maintain the organisation chart on a regular basis.
• Prepare and coordinate new hire announcements when required.
• Coordinate the issuance, collection and record-keeping of employee uniforms and equipment.
• Support the HR Executive in employee welfare and benefits administration.
• Assist in coordinating HR events, employee engagement activities and programmes.
• Perform other HR administrative duties & process expenses claims as assigned.

Skills

Organisational skills

Attention to detail

Proactive

Teamwork

Education

GCE 'O' Level / NITEC / Higher NITEC or equivalent

Tools

Microsoft Office

Job description

GENERAL ADMINISTRATION

1. Manage the inventory, issuance and replenishment of office stationery, office supplies, pantry consumables and toiletries to ensure adequate stock levels.

2. Maintain the office telephone routing system, update the telephone directory and circulate the latest version on a regular basis.

3. Source quotations for office supplies, equipment, furniture and fittings, prepare price comparisons, and submit recommendations for management approval. Coordinate purchases and follow up on deliveries upon approval.

4. Liaise with suppliers and service providers on routine administrative matters, including orders, deliveries and service follow-up.

5. Match airway bills against invoices received from Finance and follow up on discrepancies where required.

6. Sort and distribute incoming mail and coordinate courier services.

7. Maintain proper control and records of office keys and company chops.

8. Maintain records of corporate memberships and company licences, monitor renewal dates, and coordinate renewal documentation and related invoices.

9. Monitor and supervise the contract cleaner to ensure cleaning services are carried out according to the agreed scope of work and office cleanliness standards.

10. Maintain proper filing and records of administrative documents.

11. Perform other administrative duties and projects as assigned.

HR ADMINISTRATION

1. Support the HR Executive in onboarding and offboarding administration.

2. Update and maintain the organisation chart on a regular basis.

3. Prepare and coordinate new hire announcements when required.

4. Coordinate the issuance, collection and record-keeping of employee uniforms and equipment.

5. Support the HR Executive in employee welfare and benefits administration.

6. Assist in coordinating HR events, employee engagement activities and programmes.

7. Perform other HR administrative duties & process expenses claims as assigned.

JOB REQUIREMENTS

• Minimum GCE 'O' Level, NITEC, Higher NITEC or equivalent.

• Relevant administrative experience preferred.

• Preferably 1–2 years of relevant administrative experience.

• Prior HR administrative experience will be an advantage.

• Proficient in Microsoft Office applications.

• Responsible, proactive and responsive, with the ability to work independently and as part of a team.

• Good organisational skills with strong attention to detail.

• Possess initiative and good problem-solving skills.

• Positive attitude with a willingness to learn and adapt to new tasks and challenges.