HR & Office Administrator at ICS Outsourcing Limited

Job Brief

• We are looking for a skilled Office and HR Administrator to oversee ensuring that our office operations run smoothly, maintain physical and digital personnel records, and support other business activities.
• You will be an organized and competent professional with phenomenal communication skills.
• You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed. The goal is to ensure that office operations are efficient and add maximum value to the organization.

Role Objectives

• Guarantee overall management of the office, overseeing operational effectiveness, efficient communications, and other types of strategic and tactical preparation;
• Maintain facilities administration, including space planning/design, vendor contracts and relations, and facilitation of all office functions and services;
• Oversee human resource activities such as scheduling job interviews and contact candidates as needed, develop training and onboarding material, etc.
• Act as the primary contact between the company, staff, and office building management, providing information, answering questions, and responding to requests;
• Oversee and achieve organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience.

Key Responsibilities

• Warmly greet visitors to our facility; answer and direct phone calls promptly, fielding solicitors/cold sales calls; and maintain office efficiency arranging necessary repairs;
• Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and emails; and sorting and distributing incoming mail;
• Assist with billing by preparing and sending invoices; maintain client databases; track accounts; oversee the invoice workflow, and assist in copying and distributing production orders and other internal documents as requested;
• Update spreadsheets used by accounting, and field services as requested;
• Over human resource affairs (staff appraisals and affairs);
• Schedule and track meetings and appointments, and book flights and travel arrangements.

Skills and Qualifications

• Proven administrative and human resource experience;
• Superb written and verbal communication skills;
• Strong time-management skills and multitasking ability;
• Proficient in Microsoft Office, with aptitude to learn new software and systems;
• Solid interpersonal skills;
• Professional qualification or equivalent

Preferred Attributes:

• University Degree 2:1;
• Previous success in office management & HR;
• Experience managing budgets and expenses;
• Experience developing internal processes and filing systems;
• Comfortable handling confidential information;
• Ability to adapt to changing situations in a calm and professional manner.