To assist in the day to day operation of the human resources department to ensuring
administration systems and company policies and procedures are followed whilst maintaining a high
degree of employee satisfaction.
Duties and Responsibilities:
Secretarial Related Function:
1. Set up filing system and update index of files and form regularly.
2. Label all files and folders alphabetically.
3. Daily trace system. Photocopy the covering correspondence with trace date clearly indicated
and put the photocopy into individual jacket according to the trace date.
4. Coordinate and monitor all appointments, meetings, and trainings to ensure that schedules are
logged, traced and remind all concerns.
5. Prepare appropriate files, folder, information, and relevant documents for each meeting.
6. Update files and discard old file in the archive store in order of topic, dates and years.
7. Take minutes, check correctness and presentation before distributing and filing according to
the supervisor’s discretion.
8. Handling the incoming calls and information, obtaining all relevant information and passing on
to appropriate personnel.
9. Compile all trace materials, sort and put them in appropriate trace date order.
10. Ensure meeting minutes be dispatched/out within 48 hours.
11. Oversee workload is being handled and is distributed equitable to insure proper follow-up.
12. Send of faxes.
13. Keep records of travel expenses.
14. Update travel schedule.
15. Dispatch the mailings with appropriate contents, letters, envelopes, and etc.
16. Ensure that monthly critique and month end reports are finished on a timely basis.
17. Update information and data relevant to the department at all times.
18. Work and coordinate with other departments to ensure that the responsible job of the
department meets target and goals.
19. Update and welcome new comers of the organization chart and who is who in the department.
20. Responsible for departmental roster and leave records.
Technical Related Functions:
1. Maintain the human resource administrative organization, which includes secretarial duties
support.
2. Monitor all the appointment, meeting, training to ensure that due dates or times are not
missed.
3. Handling incoming calls and enquiries of employment obtaining all relevant information and
passing on to appropriate personnel.
4. Conduct pre-screening and interviewing an application to ensure all documents is completed
and passing on to human resources manager or assistant.
5. Maintain computerized HR database of all report and systematic plan to follow up.
6. Handling correspondence for all applications such as regret letter, employment confirmation,
and contract and employment reference.
7. Handling and maintain file of all expatriate visa, work permit and re-entry permit.
8. Greets and receives visitors and telephone calls furnishing advice and assistance on the basis of
general knowledge. Refer technical matters to the appropriate individuals in the unit.
9. Administer the office and keeps it in working condition.
10. Keep strictly all confidential matters related to the unit.
11. Preparing time sheets and keeping leave record for all human resources employees.
12. In charge of photocopying work and its account and taking care of the copy machine including
software and stationary.
13. Assist in implementing employee newsletter and other communication channels.
14. Assist with the organization of employee meetings, training, outing and other employee
activities.
15. Perform other duties as assigned by human resources manager/director.
Job Profile and Qualifications:
1. At least Bachelor degree in any field
2. At least 2 year experience as HR who has a good tracking record in being strong HR leader
3. Strong in inter-personality and out-going
4. Proficiency in English communication and computer literate
5. Good in driving for results and people development
Career Advancement:
1. HR Coordinator/Supervisor, Assistant Human Resources Manager/Manager
2. Executive Secretary of senior executives
3. With educational background and career goal including successful track record of operational
knowledge and results : other positions in operations
Note: This job description can be modified, as business demands require without prior notice.
By signing below you are verifying you have read all of the above and will abide by all points of the
Job Description to the best of your ability.
______________________________ _______________________
Employee Signature Date:
______________________________ _______________________
Department Head Signature Date: