Job Description

About the Role

We are seeking a proactive, hands-on and well-organised HR & Administration Executive to support our regional human resources, recruitment and administrative operations across Singapore, Malaysia and Vietnam, with additional cross-border coordination involving China and other international markets.

The successful candidate will be responsible for end-to-end recruitment, HR operations, overseas office administration and regional coordination. This role requires strong execution skills, attention to detail, cross-cultural communication abilities and the flexibility to manage multiple priorities in a fast-paced business environment.

Key Responsibilities

1. Recruitment & Talent Acquisition

Manage the end-to-end recruitment process for positions across Singapore, Malaysia, Vietnam and other overseas markets as required.
Develop job descriptions, prepare recruitment advertisements and publish vacancies across appropriate recruitment platforms, including LinkedIn, JobStreet, MyCareersFuture, VietnamWorks and TopCV.
Proactively source candidates through online platforms, recruitment agencies, professional networks and direct approaches.
Screen resumes, conduct initial interviews, assess candidate suitability and coordinate subsequent interview rounds with hiring managers and senior management.
Prepare candidate profiles, interview summaries and recruitment progress reports to facilitate hiring decisions.
Coordinate reference checks, background screening, salary negotiations, offer preparation and onboarding arrangements.
Maintain candidate databases, recruitment pipelines and hiring progress trackers.

2. HR Operations & Employee Administration

Support the full employee lifecycle, including onboarding, employment documentation, probation reviews, employee records, offboarding and exit procedures.
Assist with employment contracts, HR policies, employee handbooks, leave administration, attendance records and payroll-related documentation.
Coordinate work pass applications, renewals and other employment-related formalities for foreign employees, liaising with relevant authorities and external service providers.
Support compliance with applicable employment legislation and regulatory requirements in Singapore and other regional markets.
Assist with employee relations matters, performance management, staff welfare and internal HR communications.
Maintain accurate and confidential personnel records and ensure timely completion of HR administrative tasks.

3. Regional Office Setup & Administration

Support the establishment and ongoing operations of overseas offices, particularly in Malaysia and Vietnam.
Coordinate office leasing, lease documentation, registered business addresses, renovation, furniture, equipment procurement and office handover arrangements.
Liaise with landlords, property agents, contractors, vendors, service providers and local authorities as required.
Assist with local hiring, employment documentation, office facilities, vehicle arrangements and other operational requirements for new and existing offices.
Coordinate business travel, accommodation, transportation, meetings and itineraries for management and visiting colleagues.
Provide general administrative and logistical support to ensure smooth regional operations.

4. Regional Coordination & Management Support

Coordinate with headquarters, overseas colleagues and external partners on HR, recruitment and administrative matters.
Support cross-border recruitment projects and facilitate communication between local candidates, hiring managers and relevant stakeholders.
Prepare recruitment updates, HR reports, candidate assessments, meeting materials and other management reports as required.
Assist with the implementation of HR systems, recruitment workflows, employee databases and standard operating procedures.
Handle ad hoc HR, administrative and operational projects assigned by management, ensuring timely follow-up and execution.

Requirements

Bachelor's degree or above in Human Resources, Business Administration, Management or a related discipline.
Minimum 3 years of relevant experience in HR, recruitment or HR and administration, preferably in an international or regional business environment.
Demonstrated experience in end-to-end recruitment, including candidate sourcing, resume screening, interviewing and offer coordination.
Familiarity with recruitment platforms such as LinkedIn, JobStreet, MyCareersFuture or equivalent regional recruitment websites.
Working knowledge of Singapore employment practices and HR administration exposure to overseas employment requirements is an advantage.
Strong organisational, coordination and problem-solving skills, with the ability to manage multiple assignments independently.
Excellent communication and interpersonal skills, with the ability to work effectively with colleagues and external stakeholders from different cultural backgrounds.
Proficiency in Microsoft Office and HR systems experience with applicant tracking systems (ATS) or HR management systems (HRMS) is an advantage.
Fluency in English is essential. Proficiency in Mandarin Chinese is preferred due to frequent communication with Chinese-speaking management and colleagues.
Willingness to support regional operations and undertake business travel when required.

Preferred Attributes

Experience supporting overseas office establishment or regional business operations.
Experience recruiting for diverse functions, including engineering, finance, administration, executive support and operational positions.
Familiarity with work pass procedures, employment documentation and coordination with government agencies or external consultants.
A proactive, resourceful and hands-on approach, with strong ownership and follow-through.
Ability to work under pressure, handle confidential information and respond effectively to changing business priorities.

What We Offer

Exposure to regional HR operations and cross-border recruitment projects.
Opportunities to work closely with senior management and overseas business teams.
A dynamic, international working environment with opportunities for professional development.