Administrative Assistant

KEY DUTIES AND RESPONSIBILITIES

1. Client Coordination

• Serve as a day-to-day point of contact for client requests, queries and staffing updates.
• Receive and log client time and attendance submissions, and follow up on missing or late data.
• Schedule and coordinate client meetings, site visits and calls on Teams; prepare agendas and take minutes.
• Keep client files, contracts and contact details current.
• Escalate client concerns promptly and track them to resolution.

2. Recruitment and Interview Coordination

• Schedule interviews across candidates, clients and internal interviewers, managing calendars and time conflicts.
• Send interview invitations, confirmations, reminders and Teams meeting links.
• Post vacancies and update candidate status and notes in the ATS.
• Screen applications against basic requirements and shortlist for review.
• Coordinate assessments, reference checks, police records and medical examinations.
• Send regret letters and keep candidates informed at each stage.

3. Employee Onboarding and Offboarding

• Prepare onboarding packs, offer letters, contracts and job letters for review and signature.
• Collect and verify new-hire documents, including ID, TRN, NIS, NHT, bank details, police record and references.
• Set up new employee profiles in the HRIS and ensure records are complete before the first payroll.
• Schedule and support orientation sessions and track completion of the onboarding checklist.
• Process offboarding: resignation or separation letters, return of company property, final pay information and exit documentation.
• Update the HRIS promptly to reflect all starters, movers and leavers.

4. Payroll Support

• Compile and check time and attendance data against schedules and clock-in records before each payroll run.
• Input hours, leave, overtime, allowances and deductions into the HRIS / payroll system.
• Flag discrepancies and support reconciliation with the payroll lead.
• Prepare supporting reports and invoice backup for client billing.
• Maintain leave balances and respond to employee pay and leave queries.
• Help ensure payroll is processed within the required cycle for bi-weekly and monthly schedules.

5. HR Records and Systems

• Maintain accurate, confidential employee files in the HRIS and on SharePoint.
• Organise and manage SharePoint folders and document libraries, with correct access permissions.
• Track probation end dates, contract renewals, certification expiries and document deadlines.
• Produce HR reports such as headcount, turnover, attendance and leave.

6. General Administration

• Draft, format and proofread letters, memos, reports and forms on company letterhead.
• Create PowerPoint presentations for client meetings, proposals and staff orientation.
• Manage calendars, emails and phone calls for the HR & Operations team.
• Coordinate office supplies, courier deliveries and vendor requests.
• Support team communication and collaboration through Teams channels.
• Perform other related duties as assigned.