HR & Admin Executive

Job Description - HR & Admin Executive

Position: HR & Admin Executive

Department: Human Resources &Administration

Reports To: HR & Admin Manager

Job Summary

The HR & Admin Executive is responsible for supporting the full spectrum of Human Resource and Administration functions to ensure smooth daily operations of the company. The role includes recruitment, onboarding, payroll support, employee records management, work pass administration, training coordination, facilities administration, office management, and ensuring compliance with Singapore employment regulations and company policies.

Key Responsibilities

Human Resources

Recruitment &Onboarding

• Coordinate recruitment activities including job advertisements, candidate screening and interview scheduling.
• Prepare employment contracts, appointment letters and HR documentation.
• Conduct new employee onboarding and orientation.
• Maintain recruitment records and manpower reports.
• Coordinate pre-employment medical examinations and reference checks.

Employee Lifecycle

• Maintain accurate employee records and personal files.
• Process confirmations, transfers, promotions and resignations.
• Prepare employment verification letters and HR correspondence.
• Administer probation reviews and performance appraisal documentation.

Payroll &Benefits

• Prepare monthly payroll inputs.
• Verify attendance, overtime, leave and allowances.
• Liaise with payroll vendor for payroll processing.
• Administer employee benefits including insurance and medical claims.
• Process CPF, IR8A, NS claims and government-related submissions where applicable.

Leave Administration

• Manage annual leave, medical leave, childcare leave and other statutory leave.
• Monitor leave balances.
• Ensure leave records are accurately maintained in the HRIS.

Training & Development

• Coordinate internal and external training programmes.
• Maintain employee training records.
• Administer SkillsFuture and training grant applications where applicable.

Employee Relations

• Assist in organising staff engagement activities.
• Support disciplinary matters and investigations.
• Handle employee enquiries professionally and confidentially.

Work PassAdministration

• Process Employment Pass, S Pass and Work Permit applications, renewals and cancellations.
• Liaise with MOM and relevant government agencies.
• Arrange employee medical examinations and issuance of work passes.
• Monitor expiry dates and compliance requirements.

HR Compliance

• Ensure compliance with the Employment Act, MOM regulations and company policies.
• Support ISO audits and HR compliance documentation.
• Maintain confidentiality of employee information.

Administration

Office Administration

• Manage office supplies and stationery.
• Coordinate courier, mailing and logistics arrangements.
• Maintain filing systems and document control.
• Prepare meeting rooms for internal and external meetings.

Facilities Management

• Coordinate office maintenance and repairs.
• Liaise with contractors and service providers.
• Monitor office equipment servicing schedules.
• Support office renovation and relocation projects when required.

Dormitory Administration

• Coordinate employee accommodation arrangements.
• Maintain dormitory occupancy records.
• Conduct inspections and ensure compliance with dormitory house rules.
• Coordinate maintenance requests.

Vehicle Administration

• Maintain company vehicle records.
• Coordinate servicing, insurance renewals and road tax renewals.
• Monitor vehicle inspections and maintenance schedules.

Procurement

• Source quotations for office purchases.
• Raise purchase requisitions.
• Coordinate vendor payments and invoice processing.

Events &Corporate Activities

• Assist in organising company events, staff engagement programmes and corporate functions.
• Coordinate logistics and venue arrangements.

HR Information System (HRIS)

• Maintain employee data in the HRIS.
• Generate HR reports and dashboards.
• Support HRIS implementation and enhancements.
• Ensure data accuracy and integrity.

Documentation &Reporting

Prepare and maintain reports including:

• Monthly headcount reports
• Recruitment status reports
• Leave reports
• Overtime reports
• Training records
• Staff turnover analysis
• HR metrics and KPIs
• Government reporting where applicable

Requirements

Education

• Diploma or Bachelor's Degree in Human Resource Management, Business Administration or related discipline.

Experience

• 2-5 years of relevant HR and Administration experience.
• Experience in payroll administration is preferred.
• Experience handling Employment Pass, S Pass and Work Permit matters is an advantage.