Admin & HR Assistant

Workplace Circumstances

• Environment: Office
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

Reports to: Management / CEO

Works closely with:Accountant, Cashier, Department Heads, Staff, Suppliers, Tenants, and Service Providers.

We are looking for an organized, responsible, trustworthy, and detail-oriented Admin & HR Assistant to support the company’s daily administration, human resources, stock, and asset management.

The successful candidate should have good written and spoken Khmer and English, strong organizational skills, good computer knowledge, and the ability to handle confidential company and employee information professionally.

Duties & Responsibilities

• Human Resources (HR)
• Maintain accurate employee records, personal information, employment contracts, and HR documents.
• Prepare, arrange, and maintain employment contracts and related documents.
• Monitor employee attendance, leave, overtime, and absence records.
• Prepare monthly payroll information based on attendance, leave, overtime, bonuses, deductions, and other approved adjustments.
• Coordinate with the Accountant for payroll calculation, verification, and processing.
• Maintain confidentiality of employee salary and personal information.
• Assist with recruitment, interview arrangements, and onboarding of new employees.
• Prepare new employee documentation and orientation materials.
• Monitor probation periods, employment contract expiry dates, and other important HR deadlines.
• Prepare staff announcements and internal HR communications in Khmer and English.
• Assist with employee evaluations, disciplinary records, and other HR matters when required.
• Administration
• Prepare and write company announcements, notices, letters, and internal communications in Khmer and English.
• Prepare, arrange, print, file, and track contracts, agreements, and other company documents.
• Maintain an organized filing system for company documents and records.
• Coordinate meetings, appointments, schedules, and internal activities when required.
• Receive and respond to general inquiries, phone calls, messages, and emails.
• Coordinate communication between management, staff, tenants, customers, suppliers, and other parties.
• Prepare meeting agendas, minutes, and follow-up notes when required.
• Manage general office administrative needs.
• Monitor office supplies and coordinate replenishment when necessary.
• Assist with quotations, purchase requests, invoices, receipts, and other documents in coordination with the Accountant.
• Follow up with staff and departments on assigned administrative tasks.
• Assist with company events, meetings, and other activities.
• Perform other reasonable administrative duties assigned by management.
• Stock & Inventory Management
• Maintain an accurate record of company stock and supplies.
• Monitor office stationery, cleaning supplies, pantry supplies, uniforms, promotional materials, and other consumable items.
• Record items received, issued, transferred, and remaining in stock.
• Conduct regular physical stock counts and reconcile them with stock records.
• Monitor minimum stock levels and prepare purchase/replenishment requests when necessary.
• Ensure stock is properly stored, organized, and easy to locate.
• Monitor stock usage and identify unusual shortages or wastage.
• Coordinate with suppliers regarding delivery of office supplies and other items.
• Maintain proper documentation for stock purchases and deliveries.
• Company Asset Management
• Maintain and regularly update the company’s Asset Register.
• Record company assets such as computers, laptops, phones, tablets, printers, furniture, office equipment, vehicles, and other company property.
• Record the asset’s location, condition, assigned employee, department, and date of handover.
• Prepare asset handover forms when company property is issued to employees.
• Record the return, transfer, repair, damage, loss, or disposal of company assets.
• Conduct periodic physical checks of company assets.
• Follow up with employees regarding company property assigned to them.
• Report missing, damaged, or improperly used company assets to management.
• Noted: Coordinate with the Accountant regarding asset records where financial or accounting information is required.
• Payroll & Attendance Administration
• Maintain accurate monthly attendance and leave records.
• Collect and verify overtime and other payroll-related information.
• Prepare the monthly payroll summary for management and the Accountant.
• Ensure payroll information is complete and submitted on time.
• Coordinate with the Accountant regarding salary calculations, deductions, and payroll documentation.
• Maintain confidential payroll and employee records.
• Assist in resolving attendance or payroll-related administrative issues.
• Office & Facility Coordination
• Monitor general office conditions and report maintenance issues to management.
• Coordinate with building maintenance, cleaning, security, suppliers, and service providers when required.
• Monitor office equipment and arrange servicing or repairs when necessary.
• Assist with office moves, furniture arrangements, and workplace organization.
• Ensure common office supplies and facilities are properly maintained.
• Assist management with general office operational matters.

Languages

• Khmer - Good
• English - Good

Qualifications

• Bachelor's Degree

General & Technical Skills

• Good written and spoken Khmer and English.
• Good computer skills, especially Microsoft Word and Excel.
• Good document preparation, formatting, and filing skills.
• Basic knowledge of HR administration and payroll preparation.
• Previous experience in administration, HR, or office management is preferred.

Soft Skills

• Good organizational and time-management skills.
• Strong attention to detail.
• Good communication and coordination skills.
• Able to handle confidential information professionally.
• Able to work independently and as part of a team.
• Able to manage multiple tasks and meet deadlines.
• Responsible and trustworthy
• Organized and detail-oriented
• Proactive and willing to follow up
• Professional and polite
• Good at communication
• Able to keep information confidential
• Good at problem-solving
• Reliable and punctual
• Willing to learn
• Able to take initiative and work independently