Administrative & HR Coordinator

Administrative and HR Coordinator

Location: Bangkok / Samut Prakan, Thailand

Employment Type: Full-time

Reports to: Site Manager & HQ

Works closely with: Thailand Site Manager, Group HR and Finance teams

About the Role

Seven Clean Seas is looking for an organised, trustworthy and hands-on Administrative and HR Coordinator to support our employees and day-to-day business administration in Thailand.

This is primarily an administrative and coordination role rather than a senior HR management position. The successful candidate will support office administration, employee documentation, attendance and payroll coordination, purchasing records and other essential local administrative activities.

As the role involves access to confidential employee, salary and company information, discretion, integrity and attention to detail are essential. The coordinator will receive guidance and support from the wider Group HR and Finance teams.

Key Responsibilities
Administration and Office Coordination

• Support the day-to-day administration of the Thailand office and project, including office supplies, company assets, uniforms, equipment, meetings, visitors and local service providers.
• Maintain organised electronic and physical records for employees, suppliers, contracts, purchases and other company documentation.
• Coordinate with vendors, landlords, government offices and other external parties on routine administrative matters.
• Assist with quotations, purchase requests, purchase orders, invoices, receipts, tax documents and other supporting documentation, ensuring that complete records are submitted to the Finance team.
• Support travel arrangements, internal communications, reports and other reasonable administrative requirements when needed.

HR and Employee Administration

• Maintain accurate employee records and support onboarding, probation reviews, contract renewals, promotions, resignations and offboarding.
• Prepare and coordinate employment contracts, amendments, confirmation letters, warning letters and other employee documents using approved company templates.
• Coordinate the signing, distribution, Thai-language review and secure filing of employment documents, seeking support from Group HR or external advisers when necessary.
• Assist with recruitment administration, including posting vacancies, arranging interviews, communicating with candidates and collecting required documentation.
• Respond to routine employee questions regarding attendance, leave, policies and employment documentation, escalating more complex matters to Group HR.

Attendance, Payroll and Benefits Coordination

• Monitor attendance, leave, overtime and other employee information, following up on missing or irregular records and preparing monthly summaries.
• Collect, check and submit monthly payroll information, including attendance, allowances, deductions and employee changes, to the authorised payroll provider or Group Finance team.
• Coordinate routine payroll queries, payslips, Social Security, personal income tax documentation and employee benefits administration.
• Maintain payroll and employee information securely and ensure that confidential information is only shared with authorised persons.

Compliance and Team Coordination

• Follow the Company's approval processes and policies relating to confidentiality, data protection, employment administration, expenses, procurement and business conduct.
• Maintain trackers and provide regular updates on outstanding administrative and HR matters.
• Work closely with the Thailand Site Manager and the Group HR and Finance teams to ensure tasks are completed accurately and on time.
• Identify administrative gaps and suggest practical improvements to local processes.
• Perform other reasonable administrative and HR coordination duties related to the Company's operations.

Qualifications and Experience

• Bachelor's degree in Human Resources, Business Administration, Management, Accounting or a related field.
• Approximately three to four years of relevant experience in administration, HR administration, payroll coordination or a similar combined role.
• Experience handling confidential employee, payroll or company information.
• Practical experience with employee documentation, attendance, leave and payroll information.
• General understanding of Thai employment administration, Social Security and personal income tax requirements.
• Experience handling invoices, receipts, purchasing records or vendor documentation would be an advantage.
• Good written and spoken Thai, with working proficiency in English.
• Comfortable using Microsoft Office or Google Workspace, spreadsheets and electronic filing systems.

Personal Attributes

• Trustworthy and discreet when handling confidential information.
• Organised, accurate and attentive to detail.
• Responsible and able to follow tasks through to completion.
• Practical, proactive and comfortable supporting different areas of the business.
• Able to work independently while seeking guidance or approval when required.
• A clear and respectful communicator who works well with both local employees and an international team.