Global Admin Office & HR Assistant / Receptionist

SALLING SEARCH PTE. LTD.; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

Salling Search PTE. LTD. is hiring a Global Admin Office & HR Assistant / Receptionist for a global shipping company based in Singapore. The role is high-visibility and varied, supporting daily office operations for a growing team of around 13, expanding to 17–20.

You will onboard new joiners, manage HR and admin tasks, greet visitors, coordinate meetings, and ensure smooth front-of-house experiences in a fully office-based environment, five days per week.

Qualifications

• 2–3 years' admin/front-of-house/team assistant experience.
• Strong organisational and multitasking abilities.
• Calm, professional communication style.
• Proactive, self-motivated with ownership of tasks.
• Proficient with Microsoft Office and internal systems.
• Fully office-based, five days a week.
• Onboarding or HR admin experience is a bonus.
• Experience in shipping or logistics is a bonus.

Responsibilities

• Provide general administrative support to ensure smooth daily office operations.
• Greet visitors and clients, delivering a welcoming front-of-house experience.
• Manage diaries, meeting rooms and logistics across departments.
• Coordinate inboxes and assist with signatories and internal approvals.
• Arrange travel bookings and visas using the company travel system.
• Monitor office supplies and liaise with suppliers.
• Keep kitchen and shared spaces tidy and well stocked.
• Support the Office Manager with day-to-day operations.
• Handle confidential information with discretion.
• Assist onboarding and induction for new joiners.
• Contribute to HR/admin processes and wider initiatives.

Skills

Admin experience

Front-of-house

Team assistant

Organisational skills

Microsoft Office

Office-based work

Communication skills

Ownership of tasks

Tools

Travel system

Internal systems

Job description

Salling Search is currently recruiting for a Global Admin Office & HR Assistant / Receptionist for a global shipping company based in Singapore.

This is a high-visibility, varied role supporting the day-to-day running of a growing Singapore office (currently around 13 people, expanding to approximately 17-20), with plenty of scope to take ownership and grow into broader office operations or HR support over time.

Responsibilities

• Provide general administrative support to ensure smooth day-to-day office operations
• Greet visitors and clients, providing a professional and welcoming front-of-house experience
• Manage diaries, meeting room bookings, and logistics across departments
• Manage the Global Administration inbox and assist with signatories and internal approvals
• Coordinate logistics for internal and external meetings, including room setup and catering
• Arrange travel bookings and visas as required, using the company's travel system
• Monitor and maintain office supplies inventory, place orders, and liaise with suppliers
• Ensure kitchen and shared office spaces are clean, tidy, and well stocked
• Support the Singapore Office Manager with day-to-day office operations and ad hoc tasks
• Handle confidential information with discretion and professionalism
• Assist with office moves and desk allocations as required
• Support onboarding and induction for new joiners, including welcome packs, first-day logistics, and in-person inductions
• Maintain onboarding checklists and ensure documentation is completed and filed correctly
• Assist with offboarding coordination, including exit logistics and collection of company property
• Support wider HR team initiatives and Global Admin processes, with the opportunity to take on more HR administration duties over time

Requirements

• 2-3 years' experience in admin, front-of-house, or team assistant roles (candidates with slightly less experience but the right attitude and energy are also welcome)
• Strong organisational and multitasking skills with high attention to detail
• Calm, professional, and confident communication style
• Proactive, self-motivated, and comfortable taking ownership of tasks
• Comfortable using Microsoft Office and internal systems
• Happy to be fully office-based, five days a week
• Experience in onboarding or HR admin is a bonus
• Experience in shipping or logistics is a bonus but not essential