HR/Admin Assistant

HR / Administrative Assistant

Position Overview

We are urgently hiring an Administrative Assistant with relevant administrative experience to support store opening operations, government compliance requirements, and day-to-day administrative and HR support functions.

1. Administrative & Store Operations Support

• Provide end-to-end administrative support for store opening requirements, including coordination and processing of permits, licenses, and local government compliance documents
• Coordinate with government agencies, landlords, and external service providers to ensure timely submission and approval of required documents
• Maintain and organize company records and filing systems (physical and digital) in accordance with documentation standards
• Handle incoming and outgoing business correspondence, including emails, letters, and internal memos
• Monitor and ensure proper routing of documents through courier and delivery services
• Support scheduling and coordination of meetings and operational activities related to store setup
• Assist in office supply monitoring, requisition, and procurement coordination

1. HR Support Functions

• Maintain and update employee 201 files and HR records in accordance with company standards
• Support attendance monitoring, timekeeping updates, and leave tracking coordination
• Assist in consolidation and validation of attendance, overtime, and undertime data for payroll processing
• Coordinate resolution of attendance discrepancies with employees and supervisors
• Support recruitment activities including job posting, interview scheduling, and applicant coordination
• Assist in onboarding processes, including documentation completion and orientation coordination
• Support employee engagement initiatives and HR administrative requirements
• Ensure strict confidentiality of employee and company information at all times

1. Office & Interdepartmental Coordination

• Provide general administrative and coordination support across departments
• Coordinate documentation and operational requirements with internal teams, tenants, vendors, and service providers
• Support administrative requirements of Property, Engineering, and Operations teams as needed
• Assist in execution of company events, store openings, and operational initiatives

1. Payroll & Timekeeping Support

• Assist in preparation and consolidation of attendance, overtime, and undertime reports for payroll processing
• Ensure completeness, accuracy, and timeliness of attendance submissions prior to payroll cut-off
• Coordinate validation and correction of discrepancies with relevant supervisors
• Provide supporting documentation and reports required for payroll processing and audit purposes

1. Documentation, Reporting & Compliance

• Maintain organized and updated administrative, HR, and operational records
• Prepare and consolidate reports, trackers, and monitoring sheets as assigned
• Monitor validity, renewal, and compliance status of business permits, licenses, and regulatory requirements
• Support internal and external compliance audits and documentation requirements

Qualifications

• Bachelor’s degree in Human Resource Management, Psychology, Business Administration, Office Administration, or related field

• 1–2 years of experience in administrative or office support roles preferred
• Experience in permits processing, government coordination, or retail store operations is an advantage
• Internship experience in HR or administrative functions may be considered for entry-level candidates

• Strong organizational, documentation, and coordination skills
• High attention to detail and accuracy in handling data and records
• Proficient in MS Office and Google Workspace (Excel, Word, Sheets, Email)
• Strong communication skills (oral and written)
• Ability to work under pressure and meet strict deadlines, especially for store opening timelines
• Ability to follow processes accurately with minimal supervision
• High level of integrity and confidentiality in handling sensitive information