HR & Facilities Administrator

RENTOKIL INITIAL SINGAPORE PRIVATE LIMITED; Singapore; On-site; SGD 39,000 - 56,000; Full time

Benefits offered by this job

5 days work week (8.30am to 5.45pm)

16 Jalan Mesin, Macpherson - Nearest M

16 days annual leave

AWS

Medical and Dental benefits

Medical Insurance Coverage

Job summary

RENTOKIL INITIAL SINGAPORE PRIVATE LIMITED is seeking an Office Administrator with 3 years’ experience to support HR and executive functions in a dynamic environment. You will handle payroll liaison, claims processing, front desk duties, travel arrangements, and facility/vendor management.

The role requires meticulous data handling, confidentiality, independence, and strong English communication, with a 5-day work week in Singapore. AWS, medical benefits, and leave are included.

Qualifications

• 3 years' experience as Office Administrator or similar role.
• Facilities management experience.
• Excellent command of written and spoken English.
• High level of confidentiality, professionalism and diplomacy.
• Proficient with Google Applications.
• Good team player with positive attitude.
• Meticulous with large data handling.
• Able to work independently.

Responsibilities

• Review and verify overtime records based on service reports and internal portals.
• Submit verified records to SG Payroll.
• Address discrepancies in shared Excel files with SG Operations.
• Process invoice reports and Employment Details.
• Submit processed files to SG Finance.
• Process and approve employee medical, dental, transport and benefits reimbursement claims.
• Check invoices match claims and manage reimbursement process.
• Correspond with employees on claims exceeding caps.
• Provide high-level secretarial support to MD and HR Director.
• Manage calendars, schedules and appointments.
• Coordinate travel arrangements and accommodation for RISG.
• Process expense claims for reimbursement.
• Handle confidential documents and daily correspondence.
• Maintain document storage with Crown Service and oversee office key control.
• Act as front desk contact and provide reception support.
• Welcome visitors and maintain a hospitable environment (including beverages).
• Maintain orderly front-of-house area.
• Manage facility maintenance for Mesin and Tuas sites; supervise weekly inspections.
• Oversee third-party vendors including despatch, cleaning staff and security guard.
• Oversee meeting room bookings and asset disposal processes.
• Oversee company vehicle administration, vehicle inspections, and travel bookings.
• Manage RISG petty cash and PO system; raise POs as needed.
• Order stationery and pantry supplies; handle mail distribution.
• Update notice boards and arrange staff gifts.
• Participate in Continuous Improvement Projects and other HR duties.

Skills

Excellent communication

English (written & spoken)

Team collaboration

Attention to detail

Independent worker

Tools

Google Applications

Job description

Job Descripton

HR duties

• Review and verify volume overtime records, ensuring accuracy based on service reports and various internal portals(iCabs, Cartrack and etc)

• Submit verified records to SG Payroll

• Address discrepancies in the excel file that will be shared to the SG Operations Supervisor/Manager

• Process invoice report and Employment Details sent by SG HR Executive

• Submit processed files to SG Finance

• Process and approve employee medical, dental,transport and benefits reimbursement claims.

• Check that invoices match claims and manage the reimbursement process.

• Correspond with employees of claims exceeding capped amount

Executive & Administrative Support

• Provide high-level secretarial support to the Managing Director and HR Director.

• Manage calendars, schedules, and appointments as required.

• Coordinate travel arrangements and accommodation for RISG.

• Process expense claims to ensure accurate and timely reimbursement.

• Handle confidential documents, sensitive materials, and daily correspondence.

• Maintain document storage operations with Crown Service and oversee office key control.

Front Desk & Visitor Experience

• Act as the primary front desk contact, delivering professional reception support.

• Welcome and host visitors to ensure a warm, polished, and hospitable environment which includes serving of beverages.

• Maintain an orderly, efficient, and welcoming front-of-house area.

Facilities & Vendor Management

• Manage facility maintenance for the Mesin and Tuas sites, keeping offices in pristine condition.

• Conduct weekly site inspections to ensure equipment and furnishings are repaired promptly.

• Manage and supervise third-party service providers, including despatch, cleaning staff and security guard.

• Oversee meeting room bookings, cleanliness, and readiness.

• Manage office asset disposal processes.

Fleet & Logistics Administration

• Oversee company vehicle administration, including traffic summonses, offences, road tax, COE renewals, and insurance renewals.

• Coordinate vehicle inspections with supervisors.

• Central contact point for all travel bookings.

Office Operations & Financial Admin

• Manage RISG petty cash, maintaining strict accountability for outgoing payments.

• Acquire proficiency in the Purchase Order (PO) system and raise POs as needed.

• Monitor and order stationeries, pantry supplies, printing paper, and custom printed items.

• Handle incoming/outgoing mail distribution across departments.

• Update office notice boards and prepare/issue staff gifts.

• Participate in Continuous Improvement Projects and perform other duties assigned by the HR Manager.

Job Requirements

• 3 years' experience as an Office Administrator or relevant roles

• Good hands-on experience in facilities management

• Excellent command of written and spoken English

• High level of confidentiality, professionalism and diplomacy as well as excellent interpersonal and communication skills

• Proficient in Google Applications

• Good team player with positive attitude

• Meticulous and comfortable with managing large amounts of data.

• Able to work independently

Benefits

• 5 days work week (8.30am to 5.45pm)

• 16 & 18 Jalan Mesin - Macpherson - Nearest MRT: Tai Seng (Bus number to reach: 8, 62, 90, 151)

• 16 days annual leave

• AWS

• Medical and Dental benefits

• Medical Insurance Coverage