Role Description:
Reporting to the Human Resource Director, the Administration Executive will join the Helmi Talib Group’s Corporate Services team who work to support the delivery of Accounting and Finance projects to a client portfolio of a broad range of industries based across the US, EMEA and Asia. His/ Her main job responsibilities are focused in ensuring the smooth operation of our office, managing administrative tasks, and supporting our HR operations.
Responsibilities:
Administration
- Execute general office management which includes the following but not limited to:
- Handling / answering phone calls in a professional manner and routing calls to corresponding department. Coordinating pick-up and delivery of international and domestic mails, courier items/packages. In-charge of ordering, receiving, stocking, and distributing pantry and stationery supplies. Assist in maintaining office supplies inventory and ensuring office equipment is in good working condition. Maintain cleanliness and orderliness of common areas including the conference rooms and pantry. Set-up and coordinate reservation of conference and meeting rooms.
- Collaborate with various departments to facilitate smooth interdepartmental communication and coordination.
- Assist office management budgeting process and the day-to-day financial operations including payment processing to vendors, suppliers, and government agencies online or physical payment to bank branch etc.S
- Support the HR, IT, and Marketing team in various operational tasks such as managing office events, employee engagement activities and programs.
Human Resource Operations
- Serve as the main point of contact for all employees.
- Participate in the recruitment and selection process by reviewing resumes and applications, conducting initial phone interviews, administration of online assessments, scheduling job interviews, assisting in the interview process to the selected candidates.
- Assist with new employee orientation and coordinate with HR Director in setting up a designated log-in, workstation, email address, and other software related access.
- Ensure employee records such as timesheets, work from home, and paid leave (i.e., annual, sick, birthday etc) are updated in system.
- Maintain and regularly update master databases (personnel files, HR Cursor database, etc.) of each employee.
- Assist in the preparation of payroll calculation, performing payroll reconciliation, preparing payroll accounting, and reports, etc.
- Prepare and process statutory contributions payments and other payroll matters related matters.
- Update and maintain proper filing of employee documentation, e.g., employees’ staff list, medical insurance policies.
- Assist with other administration related duties assigned from time to time.
Desired Skills and Qualifications:
- University or Diploma Graduate .
- 1-3 years of experience in Administration, Operations, or Human Resources.
- Proficient with MS Office Suite (MS Word, MS Excel and MS PowerPoint are essential).
- Ability to multi-task
- Proactive and resourceful, able to resolve arising issues with a calm approach
- Organised, accurate, thorough, and able to monitor work for quality.
- Resilient and able to adapt well in a highly fast-paced and dynamic environment.
- Strong interpersonal and people skills.
- Responsible, accountable, and discreet with sensitive/confidential information.
- Fluent in written and spoken English.
- Strong numerical ability and critical thinking skills.
Thank you for expressing your interest to join our firm, we regret that only shortlisted candidates will be shortlisted for an interview.
