Job Responsibilities: Administrative, Human Resources, Payroll, and Operations Assistance

Administrative:

. Checking and purchasing office supplies/stationery, uniforms, etc.

. Issuing uniforms to Security Guards.

. Instructing newly hired officers on how to use the IREP system - check in/out.

. Inventory, recording, and filing of uniform issuance forms.

. Inventory, recording, and filing of equipment issued at the site.

. Mailing invoices, cheques, and other documents.

. Upkeep of office administrative facilities and ensuring the availability of daily office supplies/stationery.

. Handling and filing monthly billing for utilities, internet, etc.

. Attending to phone calls.

. Encoding biodata to be forwarded to Site Management.

. Communicating with Singtel and other telecom companies for inquiries, reporting technical problems, and renewing plans.

. Maintaining vehicle files and monitoring vehicle inspection, road tax, and vehicle insurance expiration.

. Enquiring/registering courses for officers.

. Filing employees individual documents.

. Checking/updating/encoding employees details on IREP.

. Advertising job vacancies on WhatsApp and Telegram.

. Assisting in checking officers status on PLRD and Notification for employment/cessation.

. Checking if there are any important letters in the mailbox.

. Submission of officers monthly attendance to site management.

. Assisting in the preparation of quotes and proposals for clients.

. Assisting in SACE preparation.

. Assisting in the renewal of PLRD and IMDA licenses.

. Emailing Ms. Erni the particulars of new officers to be deployed at Tuas South and SIC Registration.

Human Resources:

. Identifying security officer vacancies and recruitment, conducting basic interviews, and selecting applicants to be forwarded to the operations team.

. Processing documentation with the Ministry of Manpower, such as Work Permit Applications and temporary work permits.

. Notifying PLRD for employment/cessation and checking training details.

. Providing employees with information about policies, wages, opportunities for promotion, and employee benefits.

. Performing staffing duties, including dealing with complaints, termination of employees, and administering disciplinary procedures.

. Analyzing and modifying compensation and benefits policies and ensuring compliance with Ministry of Manpower requirements.

. Serving as a link between management and employees by handling questions, interpreting and administering contracts, and helping resolve work-related problems.

. Registering training for Security Officers and submitting absentee payroll through SkillsConnect.

. Maintaining records and compiling reports concerning personnel-related data, such as hires, performance appraisals, and absenteeism rates.

. Analyzing data and reports to identify and determine the causes of personnel problems and developing recommendations for improving the organization's personnel policies and practices.

. Coordinating with the Operations Manager for planning, organizing, controlling, or coordinating the Security Officers training activities within the organization.

. Conducting exit interviews to identify reasons for employee termination.

. Representing the organization in any matters with the Ministry of Manpower, IRAS, and CPF.

. Preparing personnel forecasts to project employment needs.

. Preparing and following budgets for security officers operations.

. Preparing documents such as Employment Contracts, Employment Release Letters, promotions, etc.

. Submitting details/summary of Annual IR8A Employee Income Tax for each employee to Accounts.

Payroll:

. Double-checking daily attendance for site deployment (submitted by OE) and on the IREP system.

. Checking/updating/encoding daily IREP attendance records to ensure they tally with site attendance for accurate salary calculation.

. Preparing weekly payments such as advances, daily rated payments, and overtime to be paid by GIRO.

. Monitoring officers daily attendance on IREP to ensure no one exceeds 12 hours.

. Preparing the monthly payroll for security officers (double-checking with Excel formulas and the IREP system) - including attendance, advances, loans, CPF contributions, and leaves.

. Preparing hard /soft copy payslips to be given to the officers.

. Scanning, filing, and saving payslips and bank transactions in the system.

. Providing payroll information by answering questions and requests.

. Monthly Submission of CPF

Operations Assistance:

. Setting up clocking/patrolling site systems.

. Reviewing clocking/patrolling records and ensuring all reports are fully completed, with no omissions, by the end of the month.

. Other Operations Assistance as needed

HR/Admin