Objective:
Provide comprehensive administrative support to the Talent Management (TM) and Office Facility Management (OFM) teams. This includes managing daily administrative tasks such as TM administration and reporting, employee relations, employee formalities, scheduling and supporting interview processes, ID&E activities support, OFM invoice processing, purchase orders, and travel arrangements.
Key Responsibilities:
Administration:
- Prepare Talent Management (TM) reports for local and regional levels on a regular and ad hoc basis.
- Maintain and monitor the TM system, including employee data, attendance records, and employee leave, and liaise with Department Heads on potential cases.
- Handle administrative matters related to regular lawyer licenses (PERADI) and daily TM administration, including promotions, demotions, rotations, and recommendation letters.
- Monitor employee health benefit registration and implementation, including handling excess claims.
- Ensure accurate and timely processing of financial transactions. Verify and process invoices, ensuring accuracy and completeness. Resolve any discrepancies related to invoices.
- Review purchase orders, ensuring accuracy and completeness. Resolve any discrepancies related to purchase orders.
- Coordinate and manage travel arrangements for staff, ensuring compliance with the organization&aposs travel policies. Handle travel-related expenses and reimbursements.
- Support the implementation of ID&E office committee activities.
- Schedule interviews and other recruitment activities.
- Assist with the rollout of training events.
- Manage various assignments from the direct supervisor.
Employee Relation:
- Monitor the probation periods and contract agreements of all timekeepers and business professional staff.
- Manage and oversee the entry, relocation, and exit procedures by coordinating with relevant departments, including managing secretaries and arranging room allocations for all employees.
- Liaise with Partners and Managers on employee-related issues.
Employee & Expatriate formalities:
- Handle government and bureaucratic processes for office and expatriate formalities (expatriate assistance).
- Monitor the validity of work permits for expatriate employees.
- Prepare necessary work permit documents for expatriates.
- Monitor and review the services of third-party agents.
- Liaise with PERADI and relevant government institutions regarding lawyer and TM formalities.
Customer Service:
- Deliver excellent service for all employees in a timely manner.
- Ensure the TM & OFM services&apos quality meets with the firm&aposs stand
Learning and Growth:
- Attend all meetings, trainings, workshops, conferences or any development activities.
- Shared relevant knowledge with respected team member.
Qualifications:
- Bachelor&aposs degree in Business Administration, Accounting, or a related field.
- Minimum of 5 years of experience in the related field.
- Proficiency in English, both written and verbal.
- Highly proficient in computer literacy.
- Excellent administrative skills, strong numerical and analytical skills, with attention to detail and accuracy.
- Ability to manage multiple tasks, prioritize effectively, and possess strong problem-solving skills.
- Effective interpersonal skills and excellent communication skills.
- Ability to work independently and as part of a team.
