Administrator

JOB SUMMARY

We are looking for a proactive and organised Department Administrator to support our Health, Safety and Environment (HSE) team. The role will provide administrative, coordination and documentation support to ensure the smooth running of HSE activities, compliance records, training arrangements and departmental reporting.

The successful candidate will work closely with the HSE team, operations teams and internal stakeholders to maintain accurate records, coordinate meetings and inspections, support incident documentation, and assist in driving a strong safety culture across the organisation.

KEY RESPONSIBILITIES

Administrative & Department Support

• Provide day-to-day administrative support to the HSE department.
• Maintain and update HSE records, registers, reports and filing systems.
• Prepare, compile and format HSE documents, presentations, meeting minutes and reports.
• Coordinate department meetings, safety committee meetings and follow-up action items.
• Assist with purchase requisitions, invoices, stationery, PPE records and other department-related administrative matters.

HSE Documentation & Compliance Support

• Support the maintenance of HSE policies, procedures, risk assessments, safe work procedures and related documentation.
• Ensure HSE records are properly filed, tracked and readily available for audits or inspections.
• Assist in monitoring expiry dates of licenses, permits, training certificates and other compliance-related documents.
• Support internal and external audit preparation by compiling required documents and evidence.

Training & Coordination

• Coordinate HSE training schedules, attendance records and training materials.
• Liaise with employees, trainers and external vendors on training arrangements.
• Maintain training matrices and follow up on employees who are due for refresher training.
• Support onboarding safety briefings and related administrative preparation.

Incident & Reporting Support

• Assist in recording incident reports, near-miss reports and safety observations.
• Support the preparation of incident statistics, monthly HSE reports and performance dashboards.
• Follow up with relevant parties on corrective actions and closure of action items.
• Maintain confidentiality and accuracy when handling sensitive incident-related information.

Communication & Stakeholder Support

• Act as a coordination point between the HSE department and internal teams.
• Communicate HSE updates, reminders and notices to employees where required.
• Support HSE campaigns, toolbox talks, safety events and employee engagement activities.
• Assist in promoting awareness of workplace safety, health and environmental practices.

PREREQUISITES:

• Minimum GCE “O” Level, NITEC, Diploma or equivalent qualification.
• Prior administrative experience in relevant function is an added advantage. (HSE, facilities management, operations, construction, manufacturing)
• Good working knowledge of Microsoft Office, especially Excel, Word and PowerPoint.
• Strong organisation skills with attention to detail.
• Able to manage multiple tasks and follow up on deadlines.
• Good communication and coordination skills.
• Able to work independently and as part of a team.
• Familiarity with HSE documentation, safety training records, audit support or compliance tracking will be an advantage.