HR & Facilities Administrator

Rentokil Initial Singapore Pte Ltd; Singapore; On-site; SGD 33,000 - 60,000; Full time

Benefits offered by this job

5 days work week

16 days annual leave

AWS

Medical and Dental benefits

Medical Insurance Coverage

Job summary

Rentokil Initial Singapore Pte Ltd is seeking an Office Administrator to provide executive and administrative support, manage calendars and travel, handle expenses, and oversee facilities, fleet, and office operations. The role includes front desk duties and confidential document handling, supporting the Managing Director and HR Director in a dynamic workspace.

The position requires 3 years of office admin experience, strong English, and meticulous data handling.

Qualifications

• 3 years’ experience as an Office Administrator or relevant role.
• Excellent command of written and spoken English.
• High level of confidentiality and professionalism.
• Proficient in Google Applications.
• Good team player with positive attitude.
• Meticulous and comfortable with managing large amounts of data.

Responsibilities

• Provide high-level secretarial/support to Managing Director and HR Director.
• Manage calendars, schedules, and appointments; coordinate travel arrangements.
• Process expense claims to ensure timely reimbursement.
• Handle confidential documents and daily correspondence; maintain filing systems.
• Front desk duties: welcome visitors and maintain a professional reception area.
• Facilities & vendor management: oversee site maintenance and service providers.
• Fleet & logistics: manage company vehicle administration and travel bookings.
• Office operations & financial admin: manage petty cash and PO system.

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