Human Resources (HR) & Administrative Officer at BrainShare Technologies

Main Duties

• Handle filing, typing, binding, scanning of documents, and ensure proper organization of records.
• Coordinate and schedule meetings, ensuring all necessary arrangements are made.
• Monitor office supplies inventory and reorder as needed to maintain adequate stock levels.
• Assist in managing the staff appointment and recruitment process, including preparing job advertisements, screening resumes, scheduling interviews, and conducting reference checks.
• Oversee and supervise the work of junior staff members, including chefs, cleaners, security guards, and transport officers, ensuring their tasks are carried out efficiently and in line with company policies.
• Generate and distribute correspondence memos, letters, and permits as required.
• Act as the point of contact for internal and external customers, addressing inquiries and providing necessary support.
• Assist in monitoring costs and administrative expenses to support the budget preparation process.
• Identify areas for cost-saving measures and propose appropriate solutions.
• Ensure the proper operation of office equipment and assets by carrying out preventive maintenance.
• Coordinate equipment repairs and maintain accurate inventories of equipment.
• Assist in the generation and presentation of administrative reports, providing accurate and timely information to support decision-making.
• Welcome and assist company visitors, ensuring a positive and professional experience.
• Collaborate with the HR & Admin. Manager to oversee and manage administration activities across the organization.
• Provide support in implementing administrative policies and procedures.
• Maintain accurate records as directed, ensuring confidentiality and compliance with data protection regulations.
• Control expenses within agreed budgetary controls, ensuring adherence to budget.
• Adhere to all organization policies and procedures, promoting a culture of compliance and professionalism.
• Anticipate the needs of others to ensure a seamless and positive experience for both staff members and visitors.
• Undertake any other tasks assigned to you that fall within the scope of HR and administrative responsibilities.

Personal Qualities & Qualifications

Job Holder need to be:

• Candidates should possess Bachelor's Degrees in Business Administration, or a related field with 3 - 5 years relevant work experience.
• Proven experience in HR and administrative roles, with at least 3years of experience in a leadership or supervisory position.
• Strong organizational and time management skills, with the ability to prioritize and multitask effectively.
• Excellent communication and interpersonal skills, with the ability to interact with individuals at all levels of the organization.
• Proficiency in MS Office Suite and other relevant software applications.
• Knowledge of HR regulations, policies and best practices.
• Proactive and solutions-oriented mindset.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Team player with the ability to collaborate and work effectively in a diverse environment.