Office & HR Administrator

Duties & Responsibilities:

• Provide HR assistance with the following recruitment and onboarding activities: 
  • Arranging and coordinating candidates’ interviews for open positions in Singapore and other regions as required.
  • Onboarding of new employees; preparing all necessary security access for new employees, including business cards and other new hire checklist items.
  • Maintaining employee records for insurance, printing, and preparing business cards 
• Manage attendance and leave system for the Singapore team.
• Coordinate with Country Manager and other regional managers for their travel/issue of any sales items needed.
• Assists with travel, Visa for Singapore employees, coordinates with the local travel agent and international offices (if needed) in a timely fashion
• Point of contact for receiving office mail, office maintenance, administration, Security systems, Answer Online, Housekeeping Company, from local customers, distributors, MIS and Export team, Credit Collection Team, HR Team
• 'Liaise with various Government Institutions either via email/phone calls or online portal via Singpass -ICA, MTI, NEA, CPF, IRAS, GPCL, NS.
• Primary point of contact for submitting VISA applications for EPass / Spass holding employees into SG with ICA, directly liaising with MOM for projects/applications / reports
• Submission on MSF using Singpass - Government Paid Child Card Leave & Government Paid Extended Child Care Leave (yearly), Maternity Leave. Submission of NS recall make-up pay claim on MINDEF using Singpass- NS portal, renewal for workmen's compensation, insurance for S-Pass holder, and related tasks as and  when needed
• Work closely with the Finance (AP in India / AR team in Switzerland) to process the expenses and liaise with local teams/hospitals/clients for invoices to ensure seamless business proceedings
• Provide marketing support to sales and or operations as per business need. Assists with the preparation of company meetings & events
• Backup for the logistics team, dealing with logistics providers directly. Training will be provided
• Invoice processing for office vendors, ensuring that all items are invoiced and paid on time
• Manage contracts and renewals with various office vendors, including office lease.
• Maintain office first aid and housekeeping items. Managing the purchase of all Office supplies, such as pantry items, stationery, and maintaining stock.
• Prepare regular reports for senior management on employee-related administrative tasks and office operations.
• Other ad hoc tasks/projects as and when needed, as per business requirements, which may require collaboration with international teams within Masimo
• Three to five years of prior experience as an Office administrator/Receptionist.
• Attention to detail is a must-have for this role
• Computer proficiency with Microsoft Office suite (Outlook, Word, Excel and PowerPoint)
• Experience in calendar management across time zones.
• Managed employee data, travel bookings, and documentation.
• Coordinated and led office events and employee relations activities.
• Must have excellent communication skills.
• Must be a Team player with the ability to work in a complex organization.
• Must be able to work in a high-paced environment, with frequent interruptions, tight deadlines, and multiple projects at the same time
• Shifting project priorities and having the ability to multitask.
• Must have a Positive attitude and a sense of prioritizing work as per deadlines
• Must be a self-starter and be able to work independently.

Minimum Qualifications:

Preferred Qualifications:

Experience with the Coupa/Invoice Processing system

Education:

Any degree/diploma from a recognized university is required.

Physical Requirements/Work Environment 

This position primarily works in an office environment. It requires long stretches of sitting, and infrequent standing and walking. Heavy daily use of a computer and other computing and digital devices is required. May stand for extended periods when walking in the facilities.

The physical demands of the position described herein are essential functions of the job, and employees must be able to successfully perform these tasks for extended periods. Reasonable accommodations may be made for those individuals with real or perceived disabilities to perform the essential functions of the job described.

Masimo is proud to be an EOE/, M/F/D/V, and we are committed to Diversity at the corporate level.