Admin Assistant cum HR

We are seeking a highly responsible, organised, and detail-oriented Admin Assistant cum HR to support the company’s daily administrative, order-processing, invoicing, purchasing, and human resources activities. The successful candidate will be responsible for processing customer and vendor documentation, including Purchase Orders, Delivery Orders, and Invoices, as well as entering sales orders and related information accurately into Order Management System (OMS). The role will also provide support for HR and payroll-related activities, including staff claims, attendance records, employee documentation, and payroll preparation. As this position involves financial amounts, customer orders, vendor purchases, payroll information, employee records, and other confidential information, the candidate must demonstrate a high level of accuracy, integrity, confidentiality, and attention to detail.1. Purchasing and Vendor Administration

• Prepare and issue Purchase Orders to vendors based on approved purchase requests, quotations, or management instructions.
• Verify product descriptions, quantities, pricing, payment terms, delivery addresses, and other commercial information before issuing a Purchase Order.
• Submit Purchase Orders to vendors and follow up on acknowledgements, delivery schedules, and order status.
• Coordinate with vendors regarding product availability, pricing discrepancies, delivery arrangements, and supporting documents.
• Check vendor invoices against approved Purchase Orders and delivery documents before submitting them for payment processing.
• Customer Order Processing
• Receive and review incoming customer Purchase Orders.
• Verify customer details, product descriptions, quantities, pricing, delivery instructions, payment terms, and other order requirements.
• Ensure that the customer Purchase Order matches the approved quotation or sales confirmation.
• Accurately enter customer orders into Order Management System (OMS).
• Monitor outstanding orders and follow up on pending information, stock availability, delivery status, or customer documentation.
• Delivery Order and Invoice Administration
• Prepare and issue Delivery Orders for products or services delivered to customers.
• Verify customer name, delivery address, product description, serial number where applicable, quantity, and delivery details before issuing each Delivery Order.
• Coordinate delivery arrangements with internal personnel, vendors, couriers, and customers.
• Ensure signed or acknowledged Delivery Orders are collected and properly filed.
• Prepare and issue customer Invoices based on approved quotations, customer Purchase Orders, Delivery Orders, service completion records, or management instructions.
• Submit Invoices and supporting documents to customers through the required communication channel or customer portal.
• Work with the finance or sales team to resolve documentation discrepancies and customer billing enquiries.
• Staff Claims and Payroll Support
• Receive and review staff expense claims and supporting documents.
• Check that claims are complete, properly approved, and supported by valid receipts or other required documents.
• Verify claim dates, descriptions, amounts, mileage, allowances, and other claim information before processing.
• Identify duplicate, incomplete, unusual, or non-compliant claims and escalate them to the appropriate manager.
• Prepare staff claim summaries for review and payment processing.
• Assist with payroll-related activities, including collecting and compiling attendance, leave, unpaid leave, overtime, allowances, deductions, commissions, and other approved payroll information.
• Verify payroll input information carefully before submitting it to the authorised payroll processor or management.
• Assist with the preparation and distribution of payslips or payroll-related documents, where authorised.
• Maintain confidential payroll, salary, bank-account, tax, statutory-contribution, and employee information.
• Respond to basic employee enquiries regarding claims, leave balances, payslips, and payroll documentation, subject to management approval.
• General Human Resources Administration
• Maintain updated employee records, including personal information, emergency contacts, employment documents, bank information, leave records, and other authorised HR documents.
• Assist with employee onboarding and offboarding administration.
• Prepare employment-related letters, forms, checklists, and other documents based on approved templates.
• Collect required documents from new employees and ensure the employee file is complete.
• Coordinate new-employee access cards, attendance registration, workstations, company assets, and orientation arrangements with the relevant departments.
• Maintain leave and attendance records and ensure supporting documents are submitted where required.
• Assist with confirmation, transfer, promotion, resignation, clearance, and exit documentation.
• Coordinate the return of company assets during employee resignation, transfer, or termination.
• Maintain proper filing of job applications, employee screening documents, signed offer letters, HR forms, and staff records.
• Ensure employee information is only disclosed to authorised personnel.
• Diploma or Degree in Business Administration, Human Resources, Accounting, Finance, Management, or a related field.
• Relevant working experience in administration, sales administration, purchasing, finance support.
• Familiarity with Microsoft Office applications, especially Word, Excel, Outlook, and Teams.
• Basic understanding of payroll processes, staff claims, leave administration, and employee records.
• Good written and verbal communication skills in English.
• Ability to communicate professionally with customers, vendors, employees, and management.
• Ability to organise multiple documents and transactions while meeting deadlines.
• Able to work independently while following established procedures and approval requirements.
• Willing to learn the company’s products, document workflow, HR procedures, and internal systems.