As a global active logistics service provider, Hellmann Worldwide Logistics serves solutions for every logistical challenge. The driving force are our exceptional employees in the global Hellmann FAMILY, which are in the middle of our Hellmann Promise and all our decisions. For the better. Together.
If this resonates with your career aspirations, come and help us shape our sustainable impact. Job details below!
Position: HR Administration Executive
Purpose of the Position
The HR Administration Executive provides accurate, timely, and confidential support across the employee lifecycle and day-to-day HR operations. The role coordinates recruitment administration, onboarding and offboarding, employee records, work pass matters, leave and benefits administration, payroll inputs, training, employee engagement, reporting, and general departmental administration while supporting compliance with company policies and applicable Singapore employment requirements.
Key Responsibilities
1. Recruitment and Pre-employment Administration
- Coordinate job postings, applications, interview schedules, candidate communications, and recruitment documentation.
- Support employment reference checks, background screening, pre-employment medical examinations, and offer documentation as required.
- Maintain candidate records, recruitment trackers, and supporting documents accurately and confidentially.
- Liaise with hiring managers and candidates to ensure timely follow-up throughout the recruitment process.
2. Onboarding, Employee Lifecycle, and Offboarding
- Prepare employment contracts, appointment documents, new-hire forms, induction schedules, personnel files, and related correspondence.
- Coordinate onboarding activities with relevant departments, including system access, employee identification, equipment, workspace, orientation, and mandatory briefings.
- Track probation periods and prepare confirmation, extension, transfer, promotion, salary adjustment, and other employee lifecycle letters.
- Coordinate resignations and terminations, exit clearance, return of company assets, work pass cancellation where applicable, and archiving of records.
- Ensure employee movements are updated promptly in HR systems, trackers, and relevant internal records.
3. Employee Records and HR Systems
- Create, maintain, and update physical and electronic personnel records, ensuring completeness, accuracy, controlled access, and timely retrieval.
- Maintain HR information systems, organizational records, employee directories, leave data, contract dates, emergency contacts, and document expiry trackers.
- Apply document retention, confidentiality, and personal data protection requirements to employee information.
- Prepare routine HR reports, headcount data, employee movement summaries, and audit documentation.
4. Payroll, Leave, Benefits, and Claims Administration
- Compile and validate monthly payroll inputs, including new hires, resignations, attendance, leave, overtime where applicable, allowances, deductions, and employee changes for review and processing.
- Maintain leave and attendance records and respond to routine employee enquiries on entitlements and procedures.
- Administer employee benefits, medical and insurance enrolment, renewals, employee claims, and supporting documentation.
- Support statutory and government-related submissions or claims, including childcare leave, parental leave, National Service make-up pay, and other applicable schemes.
- Reconcile HR-related invoices and maintain proper supporting records for approval and audit purposes.
5. Work Pass and Statutory Administration
- Coordinate work pass applications, renewals, issuance, transfers, cancellations, medical examinations, and supporting documentation for foreign employees.
- Maintain accurate pass validity and renewal trackers and escalate upcoming deadlines or issues promptly.
- Support the maintenance of required employment records, written employment terms, itemized payroll documentation, and statutory HR records.
- Monitor administrative changes to employment requirements and update procedures, forms, and checklists under the guidance of the Head of HR & Compliance.
6. Learning, Performance, and Employee Engagement Support
- Coordinate training nominations, registrations, venues, materials, attendance, evaluations, claims, and training records.
- Support performance review cycles by preparing schedules, templates, reminders, completion trackers, and filing completed documentation.
- Assist with employee engagement activities, staff communications, recognition initiatives, wellness programs, and company events.
- Compile employee feedback and participation data for review by HR management.
7. HR Services, Compliance, and General Administration
- Act as a first point of contact for routine employee enquiries and direct sensitive, complex, or policy-related matters to the appropriate HR representative.
- Prepare HR correspondence, certificates, reports, presentations, forms, registers, and meeting documentation.
- Support implementation and communication of HR policies, procedures, employee handbook requirements, and internal controls.
- Maintain confidentiality and handle sensitive employee information with discretion and professionalism.
- Provide records and coordination support for internal and external audits, ISO requirements, risk assessments, and compliance reviews.
- Maintain HR supplies, vendor records, purchase requests, invoices, and departmental filing.
- Perform other duties and HR projects assigned by the Line Manager or Management.
Decision-Making Authority
- Prioritize routine HR administrative activities within agreed service standards, policies, and deadlines.
- Communicate approved HR information and follow up on outstanding documents or actions.
- Correct routine data discrepancies after verifying the appropriate supporting documents.
- Escalate employee relations, payroll exceptions, legal or policy interpretations, data breaches, work pass issues, and non-standard requests to the Line Manager.
- Do not commit the Company to employment terms, benefits, expenditure, disciplinary action, or statutory positions without the required approval.
Functional Knowledge and Process Requirements
- Working knowledge of HR administration across recruitment, onboarding, employee records, leave, payroll inputs, benefits, training, performance cycles, and offboarding.
- Awareness of Singapore employment practices, statutory record-keeping, CPF administration, work pass processes, fair employment principles, personal data protection, and workplace safety requirements.
- Understanding of confidentiality, document control, approval workflows, audit trails, and records retention.
- Ability to interpret and follow company policies, standard operating procedures, service standards, and escalation protocols accurately.
- Experience in a logistics, freight forwarding, or multinational environment is advantageous but not mandatory.
Skills and Competencies
- Strong organization, planning, time management, and follow-through.
- High accuracy and attention to detail when handling employee data and documentation.
- Clear written and verbal communication with a professional, service-oriented approach.
- Integrity, discretion, sound judgement, and commitment to confidentiality.
- Ability to manage multiple priorities and recurring deadlines in a fast-paced environment.
- Proactive problem-solving, resourcefulness, and willingness to learn.
- Ability to work independently and collaboratively with employees, managers, vendors, and government agencies.
- Strong numerical and administrative capability for payroll inputs, claims, reports, and reconciliations.
Qualifications and Experience
- Diploma or degree in Human Resource Management, Business Administration, or a related discipline.
- Preferably 1–3 years of relevant HR administration or HR operations experience.
- Experience supporting payroll inputs, work pass administration, employee records, onboarding, and offboarding is advantageous.
- Good command of spoken and written English; additional language skills are advantageous where required for business communication.
- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
- Experience with HR information systems, government portals, electronic filing, and reporting tools is advantageous.
Key Working Relationships
- Internal: Head of HR & Compliance, line managers, employees, Finance, IT, Operations, Administration, and regional or shared-service teams.
- External: Candidates, recruitment agencies, training providers, insurers, benefits providers, payroll vendors, medical providers, auditors, and relevant government agencies.
Key Performance Indicators
- Accuracy and completeness of employee records, HR system data, and personnel documentation.
- Timely completion of onboarding, confirmations, employee changes, offboarding, and work pass actions.
- Accuracy and punctuality of payroll inputs, leave records, claims, reports, and invoice documentation.
- Compliance with document controls, confidentiality, statutory timelines, and internal procedures.
- Responsiveness to employee and manager enquiries within agreed service standards.
- Training, performance review, and engagement administration completed according to schedule.
- Audit findings, overdue actions, and preventable administrative errors kept to a minimum.
Working Conditions
The role is primarily office-based and may require occasional support outside normal working hours for urgent employee matters, payroll deadlines, onboarding, audits, company events, or other business requirements.
