HR & Admin Executive

Job Summary

To support the day-to-day operations of the Regional HR and Administration functions. This role encompasses responsibilities across Office Administration, Reception, Human Resources, IT Coordination, and Secretarial support to senior management.

Duties and responsibilities:

Office Administration & Secretarial Support to Senior Management

. Oversee day-to-day office operations, including the procurement and replenishment of office and pantry supplies, equipment maintenance, and general upkeep.

. Liaise with building management and external vendors for facility maintenance, repairs, and service contracts.

. Maintain well-organized physical and digital filing systems for administrative and HR documentation.

. Ensure compliance with office policies, procedures, and relevant regulatory requirements.

. Coordinate access control and security measures, including office key management and annual fire drills.

. Manage administrative tasks such as business license renewals, insurance matters, and vendor communications.

. Arrange hotel bookings and provide logistical support for internal and external guests.

. Assist in planning and coordinating company events, staff meetings, meals arrangement and employee welfare activities

. Review, verify, and reconcile vendor invoices for approval, before submitting to Finance for payment processing.

. Provide secretarial and administrative support to senior management, including management from China, such as booking air tickets and hotels, scheduling meetings, ordering meals and coordinating travel arrangements

Reception

. Manage front desk duties, including greeting visitors, handling general enquiries, and professionally answering incoming calls.

. Receive, sort, and distribute incoming mail and courier packages arrange outgoing shipments as required.

. Maintain visitor records and ensure proper adherence to security and access control protocols.

. Oversee issuance of access cards, and manage office key and phone line assignments.

. Ensure the reception area is clean, organized, and welcoming at all times.

Human Resource

. Manage and coordinate the full onboarding and offboarding processes, including new hire orientation, system setup, and exit clearance.

. Prepare and manage HR documentation, including employment contracts, confirmation letters, employment certificates, internal memos, and other related documents.

. Assist in the rollout of employee engagement initiatives, training programs, and talent development activities.

. Handle work pass and visa matters, including applications, renewals, and coordination with relevant authorities.

. Assist the Senior Executive in preparing monthly payroll across various Asia Pacific countries, ensuring accuracy and compliance with local statutory requirements.

. Support the maintenance of accurate and up-to-date employee records, HR databases, and leave and attendance tracking systems.

. Generate HR reports and provide support in general HR administrative functions as required.

IT Coordination

. Coordinate the issuance and return of laptops and IT equipment for new hires and departing staff.

. Work closely with external IT vendors and the internal IT team (based in China) to resolve technical issues efficiently.

. Assist and work with IT team with basic IT setup, such as creating email accounts, granting software access, and managing shared drive permissions.

. Maintain up-to-date inventory records of company-issued IT equipment and assets.

. Manage copier leasing agreements, including renewals and vendor coordination.

. Assign and maintain office phone line records for employees.

Other Responsibilities

. Prepare HR, administrative, and IT-related reports for internal tracking, reporting, and audit purposes.

. Support internal and external audits by ensuring compliance with company policies and legal/regulatory requirements.

. Undertake any other ad-hoc tasks, projects, or assignments as directed.

Requirements:

. Diploma/Degree in Human Resources, Business Administration, or related field.

. 3-5 years of relevant experience in office administration and HR, preferably with regional exposure.

. Knowledge of HR practices and statutory requirements (e.g., CPF, IRAS, MOM).

. Proficient in Microsoft Office familiarity with HR/payroll systems and basic IT coordination.

. Strong organizational, communication, and interpersonal skills.

. Able to handle confidential matters with discretion and work independently.

. Proficiency in both English and Mandarin is required to liaise with regional teams and China-based stakeholders.