Administration Executive
Royal Jet
Total years of experience :23 years, 6 Months
-Supervise the daily operations of the HR Department including, but not limited to, recruitment, HRIS implementation, payroll, appraisals, employee travel, compensation and benefits; and other ad-hoc HR processes and activities
-Prepare and direct preparation of minutes, notices, manuals, agendas and correspondence
-Research and compiles data to prepare special and recurring reports containing specialized or sensitive information
-Create of policies and procedures to improve efficiency of the personnel and processes through close liaison with all departments and monitor proper implementation.
-Arrange planning, preparation and coordination of company events
-Facilitate company’s various insurance policies and track expiry/renewal dates by directly coordinating with insurance companies/brokers
-Oversee renewal of company business licenses and registrations in coordination with PRO.
-Design and create official forms and ensure proper implementation
-Coordinate with respective departments for update of job descriptions and its issuance to employees
-Organize job ads, recruitment trips and open/walk-in interview activities
-Facilitate interview and selection process up until joining formalities of hired candidates
-Ensure manpower requirements of various department and projects are evaluated and fulfilled
-Arrange salary structure/grading system are maintained and observed within organization
-Review agreements with various establishments such as recruitment companies, travel agencies, airlines, insurance companies, software provider and related vendors and provide recommendation to management
-Support in camp management and its operations
-Review and verification of expenses, reimbursement and claims of staff
-Manage the day-to-day operations of the HR department
-In-charge of full cycle recruitment, assimilation and retention of professional, technical and administrative staff
-Administer monthly payroll for management and line staff
-Handle entitlements, benefits & compensation administration whilst ensuring that Managers are properly advised and to interpret to all levels of staff
-Facilitate agreements and execution of services with relevant vendors (insurance companies, manpower suppliers, ERP/HR/Electronic Attendance software providers, recruitment agencies, travel agencies, etc.)
-Conduct implementation program, training and supervision of ERP for other departments
-Conduct performance appraisals, merit reviews and annual bonuses
-Implement and create policies and procedures to improve processes
-Oversee Staff housing facilities and uniform procurement
-Organize and coordinate events and staff welfare activities
-Monitor staff orientation, employee relations and organize trainings such leadership, development and technical
-Prepare and direct notices, manuals & HR reports
-Compile data to prepare special reports containing specialized /sensitive information for company contracts and proposals
Administration:
-Organize any office related supplies and repairs
-Keep track and organize renewal of company business licenses and registrations
-Facilitate insurance policies and directly coordinate with insurance companies/brokers
-Organize transportation for all staff assigned to various sites
-Diary Management - maintain and proactively anticipate diary clashes
-Responsible for routine and complex international travel arrangements incl visas and itineraries
-Act as Client liaison - maintain client database, set up meetings as main point of contact
-Production of presentations for clients
-Provide admin support to the General Manager when necessary and perform other admin duties such as conference calls as well ad hoc matters
-Perform Recruitment office procedures such as preparation of offer letters and maintain consistent follow-ups
-Coordinate procedures for Incoming and Outgoing staff
-Liaise flight bookings and coordinating travel arrangements for staff for their vacations, new recruits, repatriations and visa run
-Preparation of monthly HR Reports
-Assist in Staff Housing and Welfare Committee, Staff Sports and Leisure activities
-Process of Vacation and Final settlements
-Perform HR Office Procedures such as Tracking Appraisals, Disciplinary actions, Staff Notice and Announcements, Interviews and Appointments
Prepare and type correspondence; take dictations and minutes of the meeting
-Assist in Monthly/Yearly activities - Team Meeting, Awarding, Recognitions, Staff Annual Parties, Monthly Birthday Gatherings, etc.
-Carry out requested tasks by staff such as certificates, letters, etc.
-Update and encode relevant information in HR Database
-Ensure staff is well informed of company policies and procedures
-Provide full administrative support to the HR Director
-Ensure a prompt, courteous and efficient handling of telephone calls from guests and staff using the switchboard facility
-Ensure consistent level of service on wake up calls, message handling, fire alarm and paging system
-Monitor alarms and respond to alarm signals received in a timely fashion including a double-check on actions taken
-Perform various clerical duties as required including logging and routing outgoing and incoming faxes
-Provide guest satisfaction by immediate response to all guest requests and queries
-Knowledge of policies and procedures for imparting of directory information over the telephone
-Prepare telephone/fax charge voucher slips for posting
-Handle guest complaints as per company standard
-Effectively and independently handled administrative and various customer service requirements of hotel guests in -Business Centre
-Follow the company internal policies and safety procedures