Job Summary

We are seeking a highly organized and detail-oriented Office Secretary / HR Representative to manage administrative functions and support the Human Resources department. The successful candidate will be responsible for ensuring smooth office operations, maintaining employee records, coordinating recruitment activities, and handling payroll administration.

Key ResponsibilitiesAdministrative & Office Support

• Manage incoming calls, emails, and correspondence.
• Schedule meetings, appointments, and maintain calendars.
• Prepare, organize, and maintain office files, records, and company documents.
• Draft letters, reports, memos, and other administrative documents.
• Coordinate office supplies procurement and inventory management.
• Welcome visitors and provide general administrative support to management and staff.

Human Resources Responsibilities

• Assist with recruitment activities, including job postings, candidate screening, and interview scheduling.
• Facilitate employee onboarding and orientation processes.
• Maintain accurate and confidential employee records and HR documentation.
• Monitor employee attendance, leave balances, and personnel files.
• Support employee relations and respond to HR-related inquiries.
• Ensure compliance with company policies and labor regulations.
• Prepare HR reports and maintain HR databases.

Payroll Administration

• Prepare and process monthly payroll accurately and on time.
• Verify attendance, leave records, overtime, and payroll-related information.
• Generate payroll reports and maintain payroll records.
• Prepare and distribute employee payslips while maintaining strict confidentiality.
• Coordinate with the Finance Department regarding salary payments and payroll reconciliations.
• Handle payroll-related inquiries and resolve discrepancies as needed.

Qualifications

• Bachelor’s Degree or Diploma in Human Resources, Business Administration, Accounting, or a related field.
• Minimum [3] years of experience in HR, payroll, administration, or secretarial roles.
• Proficiency in Microsoft Office Suite, especially Excel.
• Experience with payroll and HR software is an advantage.
• Strong organizational, communication, and interpersonal skills.
• Ability to handle confidential information with professionalism and discretion.