Position Summary

We are seeking a proactive, organized and people-oriented HR & Administration Executive to support the company's daily administrative operations and human resource functions. The role represents the HR & Admin function on the ground in Singapore and focuses on ensuring smooth office operations while supporting the employee lifecycle from onboarding to offboarding, including travelling and accommodation arrangements for Singapore and Malaysia offices. The ideal candidate should be hands-on, resourceful, detail-oriented and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Administration

Office Administration

Manage daily office operations and ensure a productive, safe and efficient working environment; including office maintenance, facilities management and coordination with building management, vendors and service providers.
Manage office assets, inventory, stationery supplies, pantry supplies and non-trade purchasing activities.
Handle incoming correspondence, courier services and company documentation filing.
Manage company insurance renewals, utility accounts and office-related agreements; including tracking and renewing company's membership licensing.
Ensure compliance with company policies, workplace safety requirements, operational procedures and proper documentation.

Administrative Support

Coordinate business travel arrangements including flights, accommodation, transportation and visa applications where and when required.
Coordinate and manage townhall meetings, events, training sessions, team-building activities and employee engagement initiatives.
Assist General Manager with calendar scheduling, meeting coordination, administrative tasks and Monthly Expense Claims preparation.
Support authorities audits, internal audits and compliance documentation where applicable.
Liase and coordinate with IT Team regarding IT matters

Human Resources

Recruitment & Onboarding

Coordinate end-to-end recruitment activities including job posting, interview scheduling, candidate communications and reference checks.
Support hiring managers throughout the recruitment process, including the pre and onboarding processes, orientation & documentation.

Employee Records & HR Operations

Maintain accurate employee records and HR databases.
Monitor & coordinate employee lifecyle processes from onboarding to offboarding (probation confirmation, employment documentation, promotion, transfer, resignation, etc)
Manage staff attendance, leave administration and HRIS records; including supporting timely submission of attendance, leave, Recall reports (Overtime), employee movement information and manage monthly HR report (Man-hour report, Safety hours report, Flexible benefit report, etc)

Employee Engagement & Compliance

Assist in organizing employee engagement and wellness activities; including bi-weekly fruits day, monthly birthday celebration, DEI, and CSR events.
Support, administer and track employee learning & development, training registration and submission of Singapore & Malaysia training claims (SDF & HRDC).
Support performance management processes, disciplinary, grievance and employee relations matters as required.
Ensure compliance with Malaysia and/or Singapore employment regulations, labor laws and company policies.
Assist in HR policy development, communication and implementation.

Requirements

Education

Degree or Diploma in Human Resource Management, Business Administration, Management, or related discipline.

Experience

2–5 years of relevant experience in HR and Administration functions.
Experience in a regional, multinational, FMCG, Supply Chain or fast-paced organization is advantageous.
Exposure to both Malaysia and Singapore HR practices and Labor Laws will be an added advantage.

Knowledge

Good understanding of Employment Act regulations and HR practices in Malaysia and/or Singapore.
Familiarity with recruitment, onboarding, leave administration, payroll support and employee documentation.
Understanding of office administration, procurement, vendor management and facilities coordination.

Skills & Competencies

Strong organizational and multitasking abilities.
Excellent interpersonal and communication skills.
High attention to detail and accuracy.
Able to work independently with minimal supervision.
Strong problem-solving and stakeholder management skills.
Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).
Experience with HRIS and payroll systems is preferred.

Work Authorization

Must have work authorization in Singapore
We do not sponsor employment pass/visa

Key Performance Indicators (KPIs)

Administration

Office operations are maintained with minimal disruptions.
Timely procurement and vendor management.
Accurate management of company assets and records.
Successful execution of company events and administrative projects.

Human Resources

Recruitment cycle time and quality of hire.
Accuracy of employee records and HR documentation.
Timely completion of onboarding and employee lifecycle processes.
Employee engagement and retention support.
Compliance with labor regulations and internal policies.

Why Join Us

Amazing career & personal growth & development in the HR & Admin ecosystem.
Opportunity to contribute across both HR and Administration functions.
Exposure to regional HR practices and business operations.
Collaborative and supportive working environment.

HR & Admin Executive