Job Summary
The HR and Admin Executive is responsible for the full spectrum of HR operations and general administrative support, ensuring compliance with the Ministry of Manpower (MOM) Employment Act and other relevant Singapore regulations. This role manages payroll processing, leave and medical certificate (MC) administration, overtime calculations, and day-to-day office administration.
Key Responsibilities
1. Payroll & Salary Administration
- Compute monthly salaries accurately, including basic pay, allowances, deductions, and CPF contributions in accordance with CPF Board and MOM guidelines
- Calculate pro-rated salaries for incomplete months of work, new hires, and resignations
- Process statutory deductions (CPF, SDL, Foreign Worker Levy where applicable) and ensure timely submission
- Prepare and issue itemised payslips in compliance with the Employment Act's itemised pay slip requirements
- Maintain accurate payroll records for audit and MOM inspection purposes
2. Overtime Management
- Track and compute overtime (OT) hours for eligible employees under Part IV of the Employment Act
- Ensure OT payments comply with statutory rates (1.5x hourly basic rate) and the 72-hour monthly OT cap
- Monitor working hours to ensure compliance with maximum hours of work regulations
- Liaise with department heads/site supervisors to verify OT claims against actual work records
3. Leave & Medical Certificate (MC) Administration
- Administer annual leave, sick leave, hospitalisation leave, maternity/paternity/childcare leave in line with MOM entitlements and length of service
- Verify and process MC submissions, ensuring MCs are issued by approved medical institutions/company panel clinics
- Maintain accurate leave records and balances generate leave reports for management
- Advise employees and supervisors on leave entitlement queries and MOM regulations
- Monitor unpaid leave and absenteeism trends, flagging issues for management
4. Statutory Compliance
- Ensure full compliance with MOM's Employment Act, Work Injury Compensation Act (WICA), and Workplace Safety requirements as relevant to HR processes
- Manage work pass matters (Work Permit, S Pass, EP) including applications, renewals, and cancellations via MOM's WP Online/EP Online systems
- Keep abreast of updates to MOM guidelines and update internal policies accordingly
- Prepare documentation for MOM audits, inspections, or salary claims (e.g., TADM disputes)
5. General Administrative Duties
- Maintain employee personnel files (physical and digital), ensuring data confidentiality per PDPA
- Handle onboarding and offboarding processes, including preparation of employment contracts and exit documentation
- Manage office administration: procurement of office/site supplies, vendor coordination, courier and correspondence handling
- Support recruitment activities including job postings, interview scheduling, and reference checks
- Coordinate work injury reporting and claims in compliance with WICA timelines
- Assist in preparing HR reports, headcount trackers, and manpower planning data for management
Requirements
- Diploma/Degree in Human Resource Management, Business Administration, or related field
- Minimum 2-3 years of relevant HR and admin experience, preferably in construction, marine, or engineering sectors
- Sound knowledge of the Employment Act, CPF regulations, and MOM work pass frameworks
- Proficient in payroll software and Microsoft Office (Excel especially)
- Meticulous, organised, with strong numerical accuracy
- Good interpersonal and communication skills to liaise with employees, MOM, and CPF Board
