Job Purpose

The HR/Admin Officer will support the day-to-day human resource and administrative operations of the Client. This role requires a highly organised, computer-savvy, and systems-oriented individual who can manage recruitment, staff records, onboarding, HR administration, reporting, and office coordination with accuracy and confidentiality.

The ideal candidate must be comfortable using digital systems, maintaining well-structured records, and confidently using Microsoft Office tools, especially Word, Excel, Outlook, and PowerPoint.

Key Responsibilities

1. Recruitment and Onboarding

• Support the end-to-end recruitment process, including drafting adverts, posting vacancies, screening applications, scheduling interviews, and coordinating feedback.
• Maintain an organised recruitment tracker for all open roles.
• Conduct reference checks and support pre-employment documentation.
• Prepare offer letters, contracts, and onboarding documents.
• Coordinate induction and onboarding for new staff to ensure a smooth start.

2. Employee Records and HR Administration

• Maintain accurate, up-to-date, and well-organised employee files, both physical and digital.
• Ensure all employee records, contracts, leave records, disciplinary records, and statutory documents are properly filed and easily retrievable.
• Update HR trackers, staff lists, and databases regularly.
• Support preparation of HR letters, confirmations, warnings, contract renewals, and other employment documentation.
• Maintain strict confidentiality of sensitive staff information at all times.

3. Systems, Reporting, and Office Organisation

• Use HR and administrative systems efficiently and ensure records are accurate across all platforms.
• Prepare HR reports, staff lists, trackers, and summaries using Microsoft Excel, Word, and PowerPoint.
• Support the setup, improvement, and monitoring of HR and admin processes and filing systems.
• Ensure documents are properly organised and easily accessible.
• Identify gaps in systems or record-keeping and recommend improvements.

4. Payroll and Attendance Support

• Support payroll preparation by ensuring staff attendance, leave, overtime, and payroll-related information is accurate and submitted on time.
• Track probation periods, leave balances, contract renewals, and key HR dates.
• Coordinate with finance and department heads to ensure HR records support payroll accuracy.

5. Performance and Employee Relations

• Support performance management processes, including probation reviews, appraisals, KPI tracking, and follow-up documentation.
• Handle routine employee HR queries in a professional and timely manner.
• Support disciplinary, grievance, and conflict-resolution processes by ensuring proper documentation and coordination.
• Promote professionalism, discipline, and a positive working environment.

6. Training and Compliance

• Coordinate staff training schedules, attendance records, and training documentation.
• Support implementation of HR policies and ensure communication is clear and documented.
• Monitor compliance with labour laws, internal policies, and administrative procedures.
• Support health, safety, and workplace compliance initiatives where required.

7. General Administration

• Provide administrative support to management when required.
• Coordinate meetings, prepare minutes where needed, and follow up on action points.
• Support efficient and organised office operations.
• Perform any other HR and administrative duties as assigned.

Qualifications

• Bachelor’s degree in Human Resources, Business Administration, or a related field.
• 2–4 years of experience in HR and administration.
• Experience in a fast-paced or service-oriented/hospilality environment is an added advantage.

Skills and Competencies

• Strong computer literacy and confidence using digital tools and systems.
• Highly organised with strong record-keeping and administrative skills.
• Ability to understand, follow, and improve structured processes.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong report-writing and documentation skills.
• High attention to detail and accuracy.
• Strong communication and interpersonal skills.
• Ability to handle confidential information with discretion.
• Self-driven, reliable, and able to work independently.
• Professional, proactive, and dependable.

Key Performance Areas

• Timely and organised recruitment coordination
• Accuracy and completeness of employee records
• Effective use of HR/admin systems and trackers
• Timely preparation of HR documentation and reports
• Payroll support accuracy
• Compliance with administrative procedures and confidentiality standards