HR and Admin Officer

Administrative Operations

- Manage the office, facilities, equipment, assets, and consumable supplies.

- Track procurement needs, quotations, and vendor selection; control administrative costs.

- Manage administrative service contracts (cleaning, maintenance, security, courier, drinking water, office supplies, etc.).

- Monitor office maintenance and repairs; coordinate to resolve issues as they arise.

- Manage meeting rooms, company vehicles, and the usage schedule of shared assets.

- Process payments and payment requests; maintain related records.

- Conduct periodic asset inventories and update asset management data.

HR Operations

- Carry out onboarding and offboarding procedures in accordance with Company process.

- Prepare personnel files, labor contracts, and related forms.

- Update employee information in the HR system.

- Support the roll-out of performance evaluations, training programs, and internal communications.

- Assist with recruitment activities as assigned.

- Maintain personnel records and ensure compliance with labor law requirements.

External Affairs & Travel Support

- Support the preparation of visa applications, invitation letters, sponsorship letters, and other immigration procedures for staff, clients, and partners.

- Liaise with Embassies, Consulates, VFS, and other service providers as needed.

- Coordinate flight, hotel, and transportation bookings for business trips.

- Prepare arrangements for welcoming domestic and international guests and partners.

Corporate Events & Culture

- Coordinate conferences, seminars, training sessions, and internal events.

- Implement corporate culture programs and employee engagement activities.

- Prepare logistics for meetings, client receptions, and Company events.

Records & Document Management

- Draft, issue, and archive documents in accordance with Company regulations.

- Manage administrative files, legal documents, and internal records.

- Track incoming and outgoing correspondence and related documentation.

Cross-Department Coordination

- Act as the focal point for coordinating administrative services with other departments.

- Track the progress of assigned tasks.

- Prepare periodic and ad-hoc reports as required by management.

- Bachelor's degree in Business Administration, Human Resources, or a related field.

- Experience in an administrative and/or HR support role; experience handling visa and travel arrangements is a plus.

- Strong organizational skills and attention to detail; able to manage multiple tasks and deadlines simultaneously.

- Good communication and interpersonal skills; comfortable liaising with internal departments, vendors, and external authorities (Embassies, Consulates, service providers).

- Proficient in Microsoft Office (Word, Excel, PowerPoint).

- Good English proficiency - able to prepare documents and communicate with international partners when required.

- Proactive, reliable, and able to work independently as well as within a team.