Job Description 1. Employee Lifecycle Administration • Support end-to-end administrative activities for employee onboarding and separation. • Coordinate employee documentation, office access, ID cards, welcome kits and other joining requirements. • Facilitate registration of employees for transport, meal benefits, medical insurance and workplace facilities. • Coordinate exit-related activities including asset recovery, access deactivation, exclusion form transport & insurance and closure documentation. • Maintain accurate employee administration records and trackers. 2. Employee Benefits Administration a. Meal Benefits & Cafeteria • Administer employee meal benefits and cafeteria-related services. • Process employee registrations, activations, deactivations and monthly meal credit allocations. • Reconcile employee eligibility and meal consumption records. • Coordinate with vendors for service delivery, invoice validation and issue resolution. • Address employee queries related to meal benefits and cafeteria services. b. Insurance administration & support • Coordinate employee enrolments, exclusions and periodic updates under the medical insurance policy. • Liaise with insurance providers/partners for employee additions and deletions. • Maintain insurance-related employee records and supporting documents. • Assist employees with insurance-related queries and coordinate resolution with relevant stakeholders. c. Transport Administration • Administer employee transportation services and applicable conveyance allowance processes. • Manage employee transport preferences, registrations, route allocation and onboarding. • Maintain updated transport databases and monthly employee rosters. • Coordinate with transport vendors for smooth and uninterrupted service delivery. • Monitor transport utilization and support monthly billing reconciliation. • Resolve employee queries and escalations relating to transport services. • Support periodic transport preference exercises and employee communications. d. Travel & Relocation Coordination • Coordinate domestic business travel requirements including flights, hotels and local transportation. • Support employee relocation and other approved travel requirements. • Ensure travel arrangements comply with applicable company policies and approval processes. • Maintain travel records and support expense claim documentation. • Liaise with travel partners for timely and cost-effective arrangements. 5. Vendor Management & Procurement • Support vendor onboarding, documentation and vendor code creation. • Coordinate procurement of office supplies, ID cards, welcome kits, employee gifts, event materials and other administrative requirements. • Obtain quotations, prepare comparative statements and coordinate internal approvals. • Maintain vendor records, agreements and supporting documentation. • Follow up with vendors to ensure timely delivery and appropriate service quality. 6. Invoice Processing & Financial Coordination • Manage administrative invoices from receipt through validation, approval and submission to Finance. • Process invoices relating to transport, meal services, travel, telecom, ID cards, administrative purchases, employee engagement activities and other operational vendors. • Verify invoices against agreed commercials, supporting documents and services delivered. • Maintain invoice trackers and follow up to ensure timely processing and payment. • Maintain appropriate documentation for audit and compliance requirements. 7. Corporate Prepaid Card Administration • Track and reconcile expenses incurred through corporate prepaid cards. • Reconcile transactions with appropriate invoices, bills and approvals. • Prepare periodic expenditure summaries and supporting documentation. • Ensure expenses are appropriately recorded and allocated. • Maintain records required for financial review and audit purposes. 8. Facilities & Workplace Administration • Support day-to-day office administration and workplace operations. • Coordinate with facility teams for employee requirements and workplace-related concerns. • Support parking, gym, access control, security, visitor management and other workplace services. • Coordinate visitor access and meeting room requirements, wherever applicable. • Help maintain a safe, organized and employee-friendly workplace. 9. Employee Support • Act as a point of contact for routine employee administration queries. • Provide support on transport, insurance, meal benefits, travel, facilities and other workplace services. • Track employee requests and ensure timely closure or escalation to the appropriate stakeholder. • Communicate service updates and administrative information clearly to employees. • Support employee engagement activities and workplace initiatives as required. 10. Reporting, Documentation & Compliance • Maintain accurate operational trackers, databases and administrative records. • Prepare periodic reports relating to transport, benefits, invoices, vendors and employee services. • Maintain appropriate documents and records in accordance with organizational guidelines. • Support internal/external audits by providing required records and supporting documentation. • Identify opportunities to simplify processes, improve turnaround time and enhance administrative efficiency. Requirements • Good communication and interpersonal skills • Strong coordination and follow-up skills • Ability to work on multiple areas simultaneously • Good time management skills • Attention to detail and accuracy • Employee/customer service orientation • Vendor coordination and relationship management • Basic understanding of invoice processing and reconciliation • Ability to manage multiple activities and priorities • Working knowledge of MS Excel, MS Word and PowerPoint • Good documentation and record-management skills • Ability to work effectively with employees, vendors and cross-functional teams • Education: Graduate in any discipline • Experience: 1.5–3.5 years of relevant experience in Administration, HR Operations, Employee Services, Facilities or a similar role preferred. • Prior exposure to employee transport, vendor coordination, invoice processing, facilities, travel or employee benefits administration would be an advantage.