Job Summary

The HR and Admin Executive is responsible for the full spectrum of HR operations and general administrative support, ensuring compliance with the Ministry of Manpower (MOM) Employment Act and other relevant Singapore regulations. This role manages payroll processing, leave and medical certificate (MC) administration, overtime calculations, and day-to-day office administration.

Key Responsibilities

1. Payroll & Salary Administration

Compute monthly salaries accurately, including basic pay, allowances, deductions, and CPF contributions in accordance with CPF Board and MOM guidelines
Calculate pro-rated salaries for incomplete months of work, new hires, and resignations
Process statutory deductions (CPF, SDL, Foreign Worker Levy where applicable) and ensure timely submission
Prepare and issue itemised payslips in compliance with the Employment Act's itemised pay slip requirements
Maintain accurate payroll records for audit and MOM inspection purposes

2. Overtime Management

Track and compute overtime (OT) hours for eligible employees under Part IV of the Employment Act
Ensure OT payments comply with statutory rates (1.5x hourly basic rate) and the 72-hour monthly OT cap
Monitor working hours to ensure compliance with maximum hours of work regulations
Liaise with department heads/site supervisors to verify OT claims against actual work records

3. Leave & Medical Certificate (MC) Administration

Administer annual leave, sick leave, hospitalisation leave, maternity/paternity/childcare leave in line with MOM entitlements and length of service
Verify and process MC submissions, ensuring MCs are issued by approved medical institutions/company panel clinics
Maintain accurate leave records and balances generate leave reports for management
Advise employees and supervisors on leave entitlement queries and MOM regulations
Monitor unpaid leave and absenteeism trends, flagging issues for management

4. Statutory Compliance

Ensure full compliance with MOM's Employment Act, Work Injury Compensation Act (WICA), and Workplace Safety requirements as relevant to HR processes
Manage work pass matters (Work Permit, S Pass, EP) including applications, renewals, and cancellations via MOM's WP Online/EP Online systems
Keep abreast of updates to MOM guidelines and update internal policies accordingly
Prepare documentation for MOM audits, inspections, or salary claims (e.g., TADM disputes)

5. General Administrative Duties

Maintain employee personnel files (physical and digital), ensuring data confidentiality per PDPA
Handle onboarding and offboarding processes, including preparation of employment contracts and exit documentation
Manage office administration: procurement of office/site supplies, vendor coordination, courier and correspondence handling
Support recruitment activities including job postings, interview scheduling, and reference checks
Coordinate work injury reporting and claims in compliance with WICA timelines
Assist in preparing HR reports, headcount trackers, and manpower planning data for management

Requirements

Diploma/Degree in Human Resource Management, Business Administration, or related field
Minimum 2-3 years of relevant HR and admin experience, preferably in construction, marine, or engineering sectors
Sound knowledge of the Employment Act, CPF regulations, and MOM work pass frameworks
Proficient in payroll software and Microsoft Office (Excel especially)
Meticulous, organised, with strong numerical accuracy
Good interpersonal and communication skills to liaise with employees, MOM, and CPF Board

HR AND ADMIN EXECUTIVE