Work Location: 🏠 Remote (Work from Home – Myanmar-based staff supporting Singapore team)
Key Responsibilities

1. Attendance, Leave & Medical Certificate (MC) Administration

a. Monitor and verify daily attendance and timesheets of cleaning staff.
b. Review leave and MC applications, consulting the Operations Manager prior to confirming approvals.
c. Ensure MC and unpaid leave entries are submitted via the crew management application by 12:00 PM daily.
d. Relay attendance, leave, and MC updates promptly to the HR team for accurate payroll processing and record-keeping.

2. Medical Check-Up Coordination

a. Coordinate medical check-up appointments for newly hired foreign staff as arranged by HR, ensuring timely completion in accordance with work permit requirements.
b. Track and follow up to ensure all scheduled medical appointments are attended and completed.
c. Collect medical reports from clinics and submit them to HR promptly. This may involve occasional travel to clinics, either personally or through coordination and delegation.

3. Offboarding Support

a. Ensure the collection of uniforms, access cards, and other company property from resigning staff on their last working day, and complete the offboarding checklist accordingly.
b. Ensure all offboarding procedures are completed and provide status updates to HR.

4. Liaison Between HR and Operations

a. Act as the key communication link between the Operations Manager, HR team, and on-site supervisors on crew-related administrative matters.
b. Ensure timely and accurate information flow regarding staff availability, leave balances, and medical documentation.

5. Administrative Support to Operations Manager (Including Personal Assistance)

a. Provide day-to-day administrative and personal assistance support to the Operations Manager, acting as their in-office counterpart.
b. Manage the Operations Manager’s administrative tasks, including scheduling, coordination, and follow-ups as required.
c. Coordinate the setup of new cleaning sites by managing the site setup checklist and ensuring all required equipment and supplies are prepared at HQ prior to dispatch.
d. Work closely with on-ground supervisors to coordinate logistics, including scheduling drivers and packers, to ensure timely delivery of items to new sites.
e. Submit and follow up on Permits to Work (PTWs) with building management to secure timely approvals for on-site operations.
f. Liaise regularly with the Operations Manager and site supervisors to keep crew deployment and shift schedules up to date.
g. Update work schedules accurately in the HQ Portal, ensuring the latest information is reflected for both crew and clients via the Overveew application.
h. Respond to client enquiries via email and WhatsApp on behalf of the Operations Manager, ensuring timely, professional communication, especially when the manager is on-site or unavailable.
i. Handle confidential information with professionalism and discretion while supporting the Operations Manager in daily operational matters.

Requirements
Minimum Diploma in Business Administration, Human Resources, or a related field.

Previous experience in administrative support roles, preferably within operations or HR functions.

Personal Assistant (PA) experience supporting managers or senior staff will be an added advantage.

Strong communication skills with the ability to work effectively across departments.

Proficient in Microsoft Office and/or Google Workspace.

Highly organised, dependable, and attentive to detail, with the ability to manage multiple tasks efficiently.
Other skills
This is not mentioned in JD but a familiarity with Canva / creating simple announcements and posters is essential.