HR/Admin Assistant
Full-time
Koko Mart Trading Inc.
HR / Administrative Assistant
Position Overview
We are urgently hiring an Administrative Assistant with relevant administrative experience to support store opening operations, government compliance requirements, and day-to-day administrative and HR support functions. This role plays a critical support function in ensuring timely completion of permits, documentation, and operational requirements for new store rollout, while maintaining accuracy and efficiency in HR and office administration processes.
Key Responsibilities
1. Administrative & Store Operations Support
- Provide end-to-end administrative support for store opening requirements, including coordination and processing of permits, licenses, and local government compliance documents
- Coordinate with government agencies, landlords, and external service providers to ensure timely submission and approval of required documents
- Maintain and organize company records and filing systems (physical and digital) in accordance with documentation standards
- Handle incoming and outgoing business correspondence, including emails, letters, and internal memos
- Monitor and ensure proper routing of documents through courier and delivery services
- Support scheduling and coordination of meetings and operational activities related to store setup
- Assist in office supply monitoring, requisition, and procurement coordination
2. HR Support Functions
- Maintain and update employee 201 files and HR records in accordance with company standards
- Support attendance monitoring, timekeeping updates, and leave tracking coordination
- Assist in consolidation and validation of attendance, overtime, and undertime data for payroll processing
- Coordinate resolution of attendance discrepancies with employees and supervisors
- Support recruitment activities including job posting, interview scheduling, and applicant coordination
- Assist in onboarding processes, including documentation completion and orientation coordination
- Support employee engagement initiatives and HR administrative requirements
- Ensure strict confidentiality of employee and company information at all times
3. Office & Interdepartmental Coordination
- Provide general administrative and coordination support across departments
- Coordinate documentation and operational requirements with internal teams, tenants, vendors, and service providers
- Support administrative requirements of Property, Engineering, and Operations teams as needed
- Assist in execution of company events, store openings, and operational initiatives
4. Payroll & Timekeeping Support
- Assist in preparation and consolidation of attendance, overtime, and undertime reports for payroll processing
- Ensure completeness, accuracy, and timeliness of attendance submissions prior to payroll cut-off
- Coordinate validation and correction of discrepancies with relevant supervisors
- Provide supporting documentation and reports required for payroll processing and audit purposes
5. Documentation, Reporting & Compliance
- Maintain organized and updated administrative, HR, and operational records
- Prepare and consolidate reports, trackers, and monitoring sheets as assigned
- Monitor validity, renewal, and compliance status of business permits, licenses, and regulatory requirements
- Support internal and external compliance audits and documentation requirements
QualificationsEducation
- Bachelor’s degree in Human Resource Management, Psychology, Business Administration, Office Administration, or related field
Experience
- 1–2 years of experience in administrative or office support roles preferred
- Experience in permits processing, government coordination, or retail store operations is an advantage
- Internship experience in HR or administrative functions may be considered for entry-level candidates
Skills & Competencies
- Strong organizational, documentation, and coordination skills
- High attention to detail and accuracy in handling data and records
- Proficient in MS Office and Google Workspace (Excel, Word, Sheets, Email)
- Strong communication skills (oral and written)
- Ability to work under pressure and meet strict deadlines, especially for store opening timelines
- Ability to follow processes accurately with minimal supervision
- High level of integrity and confidentiality in handling sensitive information
Vacancy posted 15 hours ago
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