Job Description

POSITION PURPOSEResponsible for drafting and ensuring appropriate sign off on HC related letters, such as increase letters, addendums, transfer letters, appointments letters, promotions letters, title changes, confirmation of employment letters, extension letters, fixed terms contracts, resignation acceptance letters, termination letters, long service certificates and letters associated with salary administration process. Ensures personnel files are being updated with relevant letters, and updates employee records on online drives and physical files.ESSENTIAL FUNCTIONS AND BASIC DUTIES1. Assumes responsibility for the accurate, complete, and timely preparation of records, letters, and other documents.
a. Assists with general administrative tasks in the human capital office, including filing, typing of correspondence, message taking and distribution.
b. Assists with the drafting of letters including addendums, transfer letters, letters of appointment, promotions, title changes, confirmation of employment, extensions, fixed terms contracts, resignation acceptance letters, terminations letters, and long service certificates.
c. Assisting with ad hoc salary administration by drafting increase letters, once-of-bonus letters, and icentive bonus letters
d. Coordinates all necessary signatures that are required for the letters for record keeping purposes.
e. Assists in distributing drafted letters and ensures appropiate sign off
f. Orders and hands over access cards to new joiners and to employees who lost their card
g. Ensures new joiners information records are on the drive and in physical file
h. Retrieves administrative related documents from the drive and physical files for human resource functions such as job descriptions and contracts
i. Maintains and updates existing employee files. Ensures that employee employment and enrollment forms are complete and in compliance with company policies and legal regulations.
j. Assists with compiling of new employee induction packs
k. Develops, maintains and prepares birthday calendars on monthly basis2. Assumes responsibility for establishing and maintaining effective communication and coordination with area personnel and management.
a. Resolves employee requests, complaints, and problems courteously and promptly when drafting letters and retrieving relevant documentation
b. Responds to filing requests as and when needed
c. Communicates birthday wishes to employees across the group
d. Refers employees questions, requests, complaints and problems to the correct person within the HC team according to their roles and duties
e. Keeps Divisional Director Group Human Capital informed of area activities and of any significant concerns
f. Delegates certain filing activities to filing clerk
g. Assists Department personnel as and when needed
h. Attends meetings as required3. Assumes responsibility for maintaining professional business relations with service providers.
a. Ensures that the Company's professional reputation is maintained
b. Ensures that questions and concerns are promptly and courteously resolved
c. Ensures good relationship with filing service providers
d. Ensures good relationship with external building managers for requesting access cards4. Assumes responsibility for related duties as required or assigned.
a. Take ownership of own scorecards and personal development
b. Prepares for conversations with Divisional Director Group Human Capital around performance scorecards
c. Actively participates in the planning and review process of own performance scorecard
d. Completes special projects as assigned
e. Ensures that work area is clean, secure, and well maintainedEducation
MatricRequired knowledge
Understanding of related computer applications.
General understanding of human resource functions
Experience required Two years of experience in an administrative position.Skills and abilities
Excellent oral and written communications abilities.
Well-organized and attentive to detail.

Broll Property Group