HR & Admin Officer

Job Overview

On behalf of our client, a dynamic and internationally recognized company operating in the cosmetics and personal care industry, we are looking for a dedicated and experienced HR & Admin Officer to be based in their Istanbul office.

This role will be responsible for managing day-to-day administrative operations and supporting human resources processes. The position will report directly to the Finance & Admin Manager and work closely with various departments to ensure smooth office operations.

Responsibilities

👥 Human Resources Responsibilities:

Screening CVs, conducting initial HR interviews, and coordinating with managers for recruitment processes

Managing onboarding and offboarding procedures

Ensuring employee records are up to date in the HRIS system and liaising with the Singapore office

Preparing the annual HR and training activity calendar

Acting as the first point of contact for employees regarding HR, Finance, and Admin inquiries

Communicating company policies and announcements through internal channels

Ensuring accurate administration of employee benefits

Updating organizational charts and internal reporting documents

Supporting employee engagement and satisfaction efforts, including surveys and feedback

🏢 Administrative Responsibilities:

Overseeing office inventory, supplies, and overall office organization

Coordinating cleaning, office setup, and workplace maintenance

Managing courier and freight services via Colibri

Scheduling meeting rooms and company vehicles for supplier or guest visits

Organizing travel and visa arrangements in coordination with the Singapore office (via TravelPerk)

Ensuring periodic maintenance of the office (Kolektif House) is carried out

Supporting IT operations in coordination with the French IT team (including user setups)

Preparing welcome documents for visitors and new hires

💰 Finance-Related Responsibilities:

Scanning invoices into the accounting system and preparing GL vouchers

Performing monthly supplier reconciliations

Tracking payments and invoice status

Comparing price quotations and assisting with procurement decisions

Verifying supplier invoices against purchase orders and coordinating corrections if needed

Following up on vendor contracts (e.g., car rental, health/life insurance) and maintaining analysis sheets

Supporting other ad hoc tasks assigned by the supervisor

Qualifications

Bachelor's degree in Business Administration, Human Resources, or a related field

Minimum of 3 years of relevant experience in HR and administrative operations

Strong organizational and multitasking skills

Excellent written and verbal communication in English

Proficient in Microsoft Office applications

Experience working in international environments is a plus

Detail-oriented, solution-focused, and adaptable