HR & OHS Assistant

The HR Assistant at Anmar Group will support the Human Resources team by assisting with daily administrative tasks and periodic HR processes. This role involves maintaining employee records, coordinating recruitment and onboarding activities, and assisting with payroll administration, and ensuring compliance with company policies and procedures. A key aspect of the role includes document organisation and control, ensuring HR records and compliance documents are accurately maintained and up to date. Additionally, the HR Assistant will assist in managing infrastructure-related tasks and coordinating with contractors to support workplace operations. The HR Assistant will also help organise training sessions, support performance management processes, and provide general HR support to employees. This position requires strong organisational skills, attention to detail, and the ability to handle confidential information with professionalism.

Key Responsibilities:

Recruitment & Selection:

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• Assist with writing and posting job advertisements across relevant platforms.
• Shortlist candidates based on predefined criteria and liaise with hiring managers.
• Schedule and coordinate interviews, ensuring a smooth process for candidates and interviewers.
• Contact selected candidates, provide necessary information, and facilitate the offer process.

Onboarding & Contractor Management:

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• Organise inductions for new employees and contractors (installers) to ensure smooth integration.
• Assist the signing of employment and contractor agreements, ensuring all required documentation is collected.
• Liaise with other departments to ensure HR-related processes continue efficiently.
• Contact new staff members to assist with the onboarding process and document submission.
• Periodically update employee and contractor details in the company systems.
• Maintain and archive essential onboarding documents in compliance with company policies and relevant legal requirements.

Employee Offboarding & Record Management:

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• Notify relevant departments of employee resignations or terminations to ensure a seamless transition.
• Collect and archive employee exit documentation in accordance with legal and company requirements.
• Remove former employees from active lists and update records accordingly.
• Maintain accurate and accessible archives of former employee files.

Employee Recognition & Engagement:

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• Coordinate the organisation of company awards and recognition programs.
• Assist in planning and executing employee engagement initiatives.

Document Control & Compliance:

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• Organise and archive essential HR-related documents, including pre-employment, periodic, and exit medical records.
• Ensure that HR-related documents are regularly updated and maintained.
• Filter and review invoices related to HR and OHS services, preparing them for manager approval.
• Monitor policy and document update schedules, reminding and assisting the HR/OHS Manager in timely revisions.
• Assist in disseminating updated policies across the company and obtaining employee acknowledgements.

Infrastructure & Contractor Coordination:

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• Assist in scheduling test and tag inspections and other compliance-related services for equipment and infrastructure.
• Support workplace maintenance processes by coordinating with contractors and service providers.

Cross-Departmental Support & Compliance Oversight:

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• Work closely with other departments to ensure HR operations align with overall business needs.
• Maintain HR compliance with relevant policies, regulations, and company procedures.
• Provide general support to HR, OHS, and administrative teams as needed.