HR Specialist

Job Description

Job Description

 

Job Description 

Job Title - HR & Office Administrator 

Department - Human Resources / Administration 

Reports To - HR Manager

Employment Type - Full-time, on-site 

Job Summary  

The HR & Office Administrator is responsible for the smooth day-to-day running of the office and for supporting core HR functions. This role bridges administrative operations coordinating with the cleaning technician and maintenance staff to keep the workplace functional and presentable with HR responsibilities including employee benefits, leave management, and learning & development. The ideal candidate is organized, proactive, and comfortable managing both people-focused and operational tasks. 

Key Responsibilities 

Office Administration 

• Serve as the main point of contact for the cleaning technician and maintenance personnel, coordinating schedules, tasks, and follow-ups to ensure the office remains clean, safe, and fully functional. 

• Monitor office facilities (lighting, HVAC, plumbing, equipment) and promptly report or arrange repairs with maintenance staff. 

• Maintain office supplies inventory; place orders and manage vendor relationships as needed. 

• Ensure common areas, meeting rooms, and workstations are well-maintained and stocked. 

• Oversee health, safety, and cleanliness standards in the office, ensuring compliance with company policy. 

• Coordinate with building management/landlord on facility-related matters when applicable. 

• Support office space planning, seating arrangements, and setup for new hires or events. 

• Handle incoming/outgoing mail, deliveries, and general front-office coordination. 

Human Resources — Benefits Administration 

• Manage employee benefits enrollment, changes, and inquiries (health insurance, retirement plans, etc.). 

• Liaise with benefits providers/vendors to resolve issues and ensure accurate record-keeping. 

• Keep employees informed of benefits policies, updates, and open enrollment periods. 

Human Resources — Leave Management  

• Track and manage employee leave requests (annual, sick, maternity/paternity, unpaid, etc.) in line with company policy and labor law. 

• Maintain accurate leave records and balances; generate reports for management as needed. 

• Ensure timely approvals and communication between employees and managers regarding leave status. 

Human Resources — Learning & Development 

• Coordinate training programs, workshops, and onboarding sessions for employees. 

• Track employee training needs and maintain L&D records. 

• Assist in scheduling internal/external trainers and managing related logistics (venue, materials, invitations). 

• Collect feedback post-training and report on effectiveness to HR management. 

General HR Support 

• Maintain accurate and confidential employee records/files. 

• Assist with onboarding and offboarding processes. 

• Support HR-related documentation, policy communication, and compliance tracking. 

• Assist in organizing employee engagement activities and internal communications. 

Work Environment 

This is a full-time, on-site role based in the office. The role requires regular interaction with cleaning and maintenance staff, as well as employees across departments. 

This job description is intended to convey information essential to understanding the scope of the role and is not exhaustive. Duties, responsibilities, and activities may change, or new ones may be assigned at any time. 

Requirements

Qualifications & Requirements 

• Bachelor’s degree in human resources, Business Administration, or a related field (or equivalent experience). 

• 1–3 years of experience in HR, office administration, or a similar coordination role. 

• Strong organizational and multitasking skills; comfortable managing both people and facilities matters. 

• Good communication and interpersonal skills, with the ability to coordinate across departments and vendors. 

• Proficiency in MS Office / Google Workspace; familiarity with HRIS or leave management systems is a plus. 

• High level of discretion and confidentiality when handling employee data. 

• Problem-solving mindset with a hands-on, proactive approach. 

Key Competencies 

• Organization & Time Management 

• Communication & Coordination 

• Attention to Detail 

• Confidentiality & Integrity 

• Vendor & Stakeholder Management 

• Adaptability across administrative and HR functions