Office Assistant

Job Role: HR, Admin & Finance Support (Office Assistant)

Role Summary Provide day-to-day HR, office administration and basic finance support to ensure smooth office operations and timelyHR/finance processes. This hands-on role supports employee lifecycle activities, office facilities, vendor coordination, meetings/calendar management and routine bookkeeping tasks.

Key Responsibilities

• HR support: assist with new hire onboarding (paperwork, system setup, induction coordination), maintain employee records, prepare HR documents (offer letters, contracts, leave forms), assist with payroll data collection and benefits administration.
• Recruitment support: schedule interviews, coordinate with candidates and hiring managers, maintain applicant tracking records.
• Office administration: manage reception duties, incoming calls/mail, office supplies and inventory, meeting room bookings and travel arrangements.
• Meetings & calendar management: manage executives’ and team calendars, schedule and coordinate internal/external meetings, prepare agendas and meeting materials, send invites and follow-ups, and ensure timely reminders and logistics.
• Facilities & vendor management: liaise with landlords, service providers and vendors; coordinate repairs, cleaning and equipment maintenance.
• Basic finance support: process purchase requests, prepare and code invoices, reconcile petty cash, assist with expense claims and basic bookkeeping entries under supervision.
• Reporting & compliance: maintain accurate HR/admin/finance logs, prepare regular status reports and support internal/external audits with documentation.
• Employee relations: be first point of contact for general HR/admin queries; escalate sensitive issues to HR.
• Ad-hoc projects: support process improvements, employee engagement activities and office events.

Required Qualifications & Experience

• 4+ years’ experience in office administration, HR/finance support or similar roles.
• Diploma or degree in Business Administration, Human Resources, Accounting, or related field preferred.
• Basic understanding of payroll processes, AP/AR workflows and employee lifecycle procedures.
• Proficient with MS Office (Excel, Word, Outlook); experience with calendar tools (Outlook/Google Calendar), HRIS/payroll/accounting software (SAP, QuickBooks, Xero, BambooHR, Workday, etc.) is a plus.

Skills & Competencies

• Strong organizational skills, attention to detail and ability to multitask.
• Good numerical accuracy and basic bookkeeping capability.
• Professional communication skills and service-oriented attitude.
• Discretion and ability to handle confidential information.
• Proactive, reliable and able to work independently with minimal supervision.

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Confidentiality is assured, and only shortlisted candidates will be notified for interviews.

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