Executive, HR & Admin

The Executive, HR & Administration is responsible for executing day-to-day administrative operations, facilities support, vendor compliance, transport management, and workplace safety. This role supports administrative leadership by tracking expenses, verifying service delivery, managing site documentation, and driving operational efficiency in compliance with company policies and local labor regulations.

Job Responsibilities:

Operational Management & Day-to-Day Operations

• Support daily administrative operations to maintain high workplace efficiency and productivity.
• Coordinate cross-functionally with production, logistics, and HR to streamline daily administrative workflows.
• Monitor on-time arrival of transport services, log vehicle breakdowns, arrange backup vehicles immediately, and issue shift delay alerts.
• Managing the Tea service for employees and the vendor management 
• Track daily headcount for transport and cafeteria services, and handle employee grievance cases related to administrative services.
• Maintain daily office security, cleanliness, employee work area setups, meeting room readiness, and overall workplace safety.
• Supervise the Office Assistant’s work in relation to week end requirements of lunch
Fleet, Catering & Vendor Compliance

• Monthly Bill & Financial Verification: Conduct detailed verification for administrative vendors. Verify total number of cups ordered, match purchase orders (PO Matching), review tax invoices, and reconcile charges against shift attendance, absenteeism records, and special event/VIP catering usage. Audit transport bills covering extra vehicles, total KM, GPS variances, and applicable rate deductions.
• Vendor Statutory & Operational Compliance: Ensure third-party administrative and catering vendors strictly comply with statutory and health regulations. Verify vendor compliance regarding Minimum Wage, Overtime (OT), EPF/ETF (C Return), staff dress code/uniforms, employee medical fitness certificates, and Public Health Inspector (PHI) inspection reports. Maintain transport vendor documentation including licenses, insurance, eco tests, and fitness certificates.
• Auditing & Waste Oversight: Conduct regular operational audits on vendor statutory compliance, vehicle condition, and cafeteria standards. Oversee cafeteria waste and leftover food disposal in compliance with internal sustainability goals and local environmental guidelines.
Facilities & Sustainability Management

• Assist in facility space planning, procurement of office supplies, routine equipment maintenance, and housekeeping oversight.
• Assist in implementing waste management and recycling strategies aligned with Avery Dennison’s sustainability goals; maintain waste tracking reports and assist external waste disposal providers.
• Support site branding alignment for new and existing facility locations per corporate guidelines.
Financial Oversight & Processing

• Process purchase orders, invoices, service contracts, and vendor payments in a timely manner.
• Prepare monthly deduction reports for employee shuttle usage, telecommunications, and administrative facilities.
• Track site administrative expenses to identify cost-saving opportunities and support business excellence initiatives.
HR, Welfare & Expat Support

• Assist with onboarding logistics, local employee welfare initiatives, and first-aid/on-campus medical coordination.
• Support employee engagement activities, cultural events, and local CSR community initiatives.
• Execute Expat logistics, including housing arrangements, local transport, work permits, VISA applications, legal passes, and family extension processing.
Documentation & Stakeholder Liaison

• Serve as an administrative point of contact for internal staff, external guests, visitors, and service contractors.
• Maintain accurate administrative and HR files for internal audits and legal compliance.
• Assist with scrap yard administration, coordinating scrap disposal while safeguarding corporate brand protection.

Department: Administration
Function: Administrative
Experience Level: Entry Level