HR & Admin Assistant (Reception)

RMS MARINE & OFFSHORE SERVICE (SINGAPORE) PTE. LTD.; Singapore; On-site; SGD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a proactive and friendly individual to join their HR department. This role involves managing daily administrative tasks, overseeing office facilities, and ensuring a welcoming environment for visitors. The ideal candidate will demonstrate strong communication skills and a proactive attitude, with the ability to handle various responsibilities under pressure. If you have a passion for supporting HR functions and creating a positive workplace atmosphere, this opportunity is perfect for you.

Qualifications

• Experience in administrative and HR tasks preferred.
• Ability to manage office facilities and maintain a professional environment.

Responsibilities

• Support HR by managing daily administrative tasks and overseeing office security.
• Coordinate visitor reception and maintain a clean reception area.

Skills

Human Resource Management

Administrative Skills

Customer Service

Time Management

Communication Skills

MS Office Proficiency

Education

‘O’ Level or above in a related field

Tools

WeCom

AX System

MS Office

Job description

ROLES & RESPONSIBILITIES

• Provide support to the HR department by managing daily administrative and HR tasks, including overseeing office security, maintaining the work environment, managing office facilities, and handling related responsibilities.

• Manage the main telephone line, ensuring calls are promptly and accurately transferred, and messages are taken and relayed in a timely manner.

• Coordinate the reception of visitors to the RMS Singapore office, including welcoming and registering guests, providing guidance, notifying relevant colleagues, and offering courteous greetings.

• Maintain a clean and professional reception area to reflect the company's image, and design welcome banners for visiting customers.

• Track and calculate overtime hours for safety technicians, and provide coverage for warehouse overtime management when the responsible person is absent.

• Oversee the collection, recording, calculation, and management of employees' daily attendance records.

• Handle daily mail and package management, including receiving and distributing items.

• Oversee office stationery and souvenir inventory management, including monitoring stock levels, recording requests, packing souvenir items, and managing the purchasing and distribution processes.

• Assist with daily meeting and customer visit arrangements, including preparing meeting rooms and necessary facilities.

• Prepare documents for the renewal of company licenses and memberships, ensuring they are completed before their expiration.

• Assist with submitting claims for corporate cards and processing mileage/personal expense claims for the manager.

• Create new accounts for the WeCom (corporate messaging platform) and AX System based on departmental requirements.

• Source suppliers for office supplies, and handle the creation of purchase orders for all acquisitions, including maintenance, rental, and licenses.

WORKING REQUIREMENTS

• ‘O’ Level or above in a related field

• Relevant admin, and human resource knowledge is preferred

• Demonstrate a welcoming, friendly, and proactive attitude with prompt responsiveness.

• Strong sense of responsibilities

• Ability to work under pressure and respond promptly and effectively.

• Proficient in spoken and listening English

• Practical knowledge and experience with MS Office

• Facility Management Experience will be a bonus.