Human Resources Administrative Specialist

Office Administration & Facilities Management

• Oversee day-to-day office operations to ensure a productive, safe, and well-maintained work environment.
• Manage office supplies inventory — monitor stock levels, coordinate timely procurement, and control wastage.
• Liaise with building management on facility-related matters including maintenance, repairs, and access controls.
• Coordinate workspace arrangements for new hires, including desk setup and equipment provisioning.
• Maintain proper filing and record-keeping systems (physical and digital) for administrative documents.
• Support the planning and logistics of internal office events, team activities, and meetings.

Vendor Management & Payments

• Identify, onboard, and maintain relationships with office-related vendors and service providers (e.g., cleaning, courier, maintenance, stationery suppliers).
• Coordinate with vendors on service delivery, issue resolution, and contract renewals.
• Review and verify vendor invoices for accuracy and completeness before submission for approval.
• Prepare and submit vendor payment requests to the Finance and Accounting team in accordance with payment schedules and company policies.
• Maintain a vendor payment tracker and ensure timely follow-up on outstanding payments.
• Assist in sourcing and obtaining competitive quotations from multiple suppliers for cost-effective procurement.

Office Expense Management

• Manage petty cash disbursements and maintain accurate petty cash records for reconciliation.
• Collect, verify, and process staff expense claims and reimbursement requests, ensuring compliance with company expense policies.
• Prepare monthly office expense summaries and submit supporting documentation to the Finance and Accounting team.
• Track office-related budgets and flag variances or unusual expenditure to the supervisor.
• Ensure all receipts, invoices, and financial records are properly organised and retained for audit purposes.

Procurement Support

• Execute approved purchase orders for office supplies, equipment, and services in line with the procurement process.
• Maintain an asset register for office equipment and coordinate periodic audits.
• Support disposal or replacement of equipment in accordance with company policy.

Compliance & Documentation

• Ensure all administrative activities comply with Thai regulations and internal company policies.
• Maintain up-to-date records of office-related permits, licences, and contracts.
• Support the HR and Finance teams with documentation, data entry, and coordination tasks as needed.
• Assist with government-related administrative filings or submissions where applicable.

Cross-functional Support

• Act as a point of contact for internal staff queries relating to office operations, facilities, and admin support.
• Liaise with Singapore HQ (HR and Finance) on regional administrative matters and reporting requirements.
• Support ad hoc projects and tasks as assigned by the line manager or senior leadership.