Company Overview

OFFICE SECRETARIES PTE. LTD.

Job Summary

Our client in the logistics sector seeks an HR & Admin Executive to manage HR operations, payroll, work pass administration, and employee engagement, ensuring smooth support for factory teams and compliance with employment regulations.

Responsibilities

Coordinate and execute end-to-end recruitment activities, including drafting job descriptions, liaising with agencies, screening resumes, scheduling interviews, onboarding, and offboarding to ensure timely staffing.
Prepare and manage HR documentation such as employment contracts, confirmation letters, increment letters, termination letters, and other HR correspondence to maintain accurate employee records.
Address employee relations by responding to staff queries, following up on HR issues, and supporting grievance or appeal processes to foster a positive workplace.
Conduct exit interviews and manage clearance processes to ensure proper offboarding and documentation.
Process monthly payroll accurately and punctually, including payroll journals and supporting documents to ensure compliance and timely salary disbursement.
Maintain precise records of attendance, leave, salary administration, contract renewals, and staff movements to support payroll and HR operations.
Organize and update all HR records, including physical personnel files, electronic HR folders, and HRMS (Info-Tech), ensuring completeness and audit readiness.
Manage work pass applications, renewals, issuances, cancellations, and tax clearance for foreign employees to ensure regulatory compliance.
Administer government and statutory claims such as NS, childcare, maternity, levy, medical, insurance, and staff injury claims promptly and in compliance with regulations.
Support learning and development initiatives by conducting training needs analysis, coordinating courses, administering training programs, and evaluating post-training outcomes.
Assist in performance appraisal processes and compile relevant performance documentation to support employee development.
Facilitate staff welfare and engagement activities, including organizing company events like annual dinners and team-building activities to promote a positive workplace culture.
Promote the Group's corporate values to foster an inclusive and supportive work environment.
Provide general administrative support and perform ad-hoc duties as assigned by the HR Manager to ensure smooth HR operations.

Required competencies and certifications

Diploma or Degree in Human Resource Management or equivalent.
Minimum 3 years of relevant HR, Admin, and Payroll experience.
Knowledge of Singapore employment legislation, including the Employment Act and CPF regulations.

Preferred competencies and qualifications

Experience with Info-Tech HRMS or similar HR systems.
Proficiency in Microsoft Office applications (Excel, Word, PowerPoint).
Strong interpersonal and communication skills (written and verbal).
Ability to work independently, manage deadlines, and perform under pressure.
Meticulous, well-organised, and detail oriented.
Strong sense of responsibility, integrity, and confidentiality.

Other Information

This role begins at the Lavender HQ before relocating to the West Coast office near the factory/warehouse.
5-day work week with Flexible Work Arrangement (FWA), where appropriate.
Official working hours: Monday to Thursday: 8:30 am - 6:00 pm Friday: 8:30 am - 5:30 pm.
Singaporeans only.

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