HR & Admin Coordinator at Librod Energy Services Limited

Role Overview:

• The HR/Admin Coordinator supports both human resources and administrative functions within the organization.
• This role ensures smooth daily operations by coordinating HR activities such as recruitment, employee on boarding, and benefits management, while also handling administrative tasks like facility management, logistics maintenance, and Inventory coordination.

Key Responsibilities:

Facility Maintenance:

• Perform routine maintenance and inspections on building systems, including AC, plumbing, electrical, and structural components.
• Conduct repairs and adjustments to equipment, fixtures, and facilities as needed.
• Manage preventive maintenance schedules to minimize downtime and avoid costly repairs.
• Respond promptly to maintenance requests and emergency situations.
• Ensure compliance with safety protocols, building codes, and regulations.
• Collaborate with contractors and vendors for specialized maintenance tasks or projects.
• Document maintenance activities and generate reports for management.
• Process Permits, Registration documents & subsequent renewal of such
• Maintains update and accurate records of Organization’s office assets (asset inventory
• Perform scheduled preventive maintenance on generators.
• Monitor diesel levels, inspect diesel systems, and address fuel-related issues.
• Maintain detailed records of maintenance activities, inspections, and repairs.
• Respond promptly to emergency repair requests and service calls.
• Ensure compliance with safety regulations, environmental standards, and manufacturer guidelines.

Travel and Logistics Management:

• Oversee the scheduling, deployment, and tracking of fleet vehicles to ensure operational efficiency.
• Monitor vehicle performance, usage, and maintenance schedules to minimize downtime.
• Coordinate routine and preventive maintenance, inspections, and repairs.
• Maintain accurate records of vehicle registration, insurance, and compliance with local regulations.
• Track fuel consumption and implement strategies to improve fuel efficiency.
• Handle fleet-related documentation, including driver logs, and maintenance records.
• Serve as the primary contact for drivers, providing support and resolving issues as they arise.
• Collaborate with vendors for procurement, maintenance, and repairs of fleet vehicles.
• Implement and enforce fleet safety policies, ensuring adherence to company and regulatory standards.
• Supervise the arrangement of domestic and international travel, including flights, accommodations, transportation, and visas.
• Develop detailed itineraries and ensure travelers are informed of schedules and requirements.
• Manage last-minute travel changes, cancellations, or rebooking efficiently.
• Research and negotiate travel rates to optimize costs while maintaining quality.
• Ensure travel arrangements comply with company budgets and policies.
• Serve as the primary point of contact for travelers, addressing inquiries and concerns.
• Liaise with travel agencies, airlines, hotels, and transportation providers.

Vendor Management:

• Build and maintain strong relationships with vendors to ensure effective collaboration.
• Act as the primary point of contact between the organization and its vendors.
• Negotiate favorable terms, pricing, and service agreements with vendors.
• Track vendor performance against agreed-upon key performance indicators (KPIs).
• Conduct regular performance evaluations and address underperformance or non-compliance.
• Identify and onboard new vendors to meet the organization’s evolving needs.
• Evaluate vendors based on criteria such as price, quality, and reliability.
• Monitor vendor compliance with company policies, industry standards, and legal requirements.
• Mitigate risks by identifying potential issues and implementing proactive solutions.
• Streamline vendor management processes to improve efficiency and effectiveness.
• Implement best practices and innovative strategies for vendor selection and engagement.

Documentation and Reporting:

• Maintain accurate records of vendor contracts, communications, and performance metrics.

Inventory Management:

• Maintain optimal inventory levels to meet business demands without overstocking.
• Track inventory turnover, aging, and stock movement to identify trends and make adjustments.
• Conduct regular audits and cycle counts to ensure inventory accuracy.
• Reconcile discrepancies between physical counts and system records.
• Collaborate with procurement teams to manage inventory replenishment schedules.
• Coordinate with suppliers and vendors to ensure timely deliveries.

Visa Processing:

• Collaborate with immigrations officer to ensure completeness of visa application documents
• Follow up to ensure all expatriate obtain their CERPAC within 1 month of application
• Ensure the submission of Monthly annual returns to immigrations office

HRIS Administration:

• Oversee the day-to-day operations and maintenance of the HRIS system.
• Lead the implementation of new HRIS modules or systems, ensuring seamless integration with existing platforms.
• Develop and generate regular and ad-hoc HR reports to provide insights into workforce metrics.
• Train employees on the effective use of the HRIS system.
• Resolve employees complain on the HRIS

Payroll Administration:

• Assist in the preparation and processing of employee payroll.
• Enter and update payroll data, including new hires, terminations, and changes in salary or benefits.
• Calculate and verify hours worked, overtime, deductions, and other payroll-related details. Issue payslip to employees
• Handle payroll documentation, including tax and pension
• Ensure compliance with local, state, and federal payroll regulations.
• Assist in preparing payroll reports and summaries for management and auditing purposes.
• Respond to employee inquiries regarding payroll, tax deductions, and paychecks.
• Resolve payroll discrepancies and issues in a timely manner.
• Assist with payroll audits and data reconciliation.

Performance Appraisal:

• Administer the performance appraisal system, including setting timelines, distributing tools, and monitoring completion.
• Ensure appraisal processes align with organizational goals and policies.
• Update and refine appraisal tools and criteria based on feedback and industry best practices.
• Guide managers and employees on performance evaluation processes and standards.
• Train managers on conducting constructive and effective performance reviews.
• Address employee concerns regarding appraisal outcomes and processes.
• Analyze performance appraisal data to identify trends, strengths, and areas for improvement.
• Assist with detailed reports and recommendations for leadership based on appraisal results.

Recruitment:

• Develop and implement recruitment strategies to attract qualified candidates.
• Source candidates through job boards, social media, recruitment agencies, and other channels.
• Build and maintain a talent pool for current and future hiring needs.
• Review resumes and applications to shortlist suitable candidates.
• Conduct initial interviews and coordinate with hiring managers for further evaluation.
• Administer pre-employment tests or assessments as needed.
• Draft and post job advertisements on relevant platforms to attract candidates.
• Ensure timely communication with candidates throughout the recruitment process.
• Provide feedback to unsuccessful candidates and maintain positive relationships.
• Maintain accurate records of recruitment activities, including candidate details and hiring metrics.

Education and Experience:

• Minimum of 7-10 years’ cognate HR experience inclusive of a minimum of 5 years’ managerial experience
• Significant network of industry contacts including manning agencies, flag state administration staff and seafarers.
• Minimum of a BSc in Social Science or any related field
• MBA or any post graduate qualification will be an added advantage.
• Relevant Professional qualification such as NIM, CIPM, SPHRI, PHRI, GPHR or CIPD are mandatory.

Competencies:

• HR Strategy
• Performance Management
• Manpower Planning & Recruitment
• Talent Management
• Business Acumen
• Employee Engagement
• HRIS