HR & Admin Executive

Job Responsibilities

• Handle the recruitment process for various roles (permanent, contract, internship, part time, project based), including candidate sourcing, interview coordination, and job offers

• Coordinate with both internal and external stakeholders, including various schools, job posting portals and recruitment agencies, to ensure the smooth completion of the entire hiring process.

• Manage / Administer the entire onboarding process for new hires, interns and part timers as well as offboarding processes for departing employees.

• Maintain accurate and up-to-date employee records within the HRIS system and the company shared folders.

• Ensure personnel files (P-Files) comply with data privacy regulations

• Handling / Administering the full cycle payroll, off cycle payroll, Bonus payout, CPF submission and taxation

• Assist / support annual performance appraisal exercise

• Coordinate with auditors for payroll audits

• Timely submission of childcare, paternity, maternity leave, NS men, and other government related claims

• Manage / Administer the e-leave, e-claims, e-appraisal and e-training administration via HRIS system

• Coordinate employee training arrangements and generate training report, ensure employee training records are kept up to date in both spreadsheet and HRIS system

• Handle the staff benefits administration, such as outpatients, group medical insurance and medical claims through the brokers / vendors

• Prepare various HR-related documents, including appointment letters, confirmation letters, promotion/increment/bonus letters, transfer/secondment letters, resignation letters, and other related correspondence

• Prepare and submit surveys related to MOM and handle other statutory HR matters.

• Administer all work pass applications, renewals, and cancellations

• Provide support in organising company events and coordinating with vendors

• Preparing items for company events, such as sourcing, purchasing materials, printing, etc.

• Handle two (2) office-related administrative duties, including facilities maintenance, office supplies, vendor liaison (e.g., cleaning services, air-conditioning servicing, water dispenser, coffee machine, potted plants, pest control, copier, etc.), restocking pantry items, office stationery, issuing staff name cards, building and staff access cards, as well as coordinating travel arrangements (air tickets, travel insurance) for staff business trips.

• Verify invoices from vendors and facilitate approval processes efficiently

• Maintain good filing practices, both in soft copies within company shared folders and hard copies, to ensure proper record management

• Support additional projects and ad-hoc duties assigned by the Senior HR & Admin Manager

Job Requirements

• Diploma / Degree in Human Resource Management, Business, or a related field

• Minimum of 3 years of relevant experience, preferably in an SME environment

• Flexible to be stationed across two offices located in opposite buildings (if required)

• Proficiency in Microsoft Office applications, particularly Word and Excel

• Experience in handling full payroll cycle via Times Software / related HRIS

• Good interpersonal and communication skills

• Strong attention to detail

• Ability to work independently as well as collaboratively within a team

• Comfortable working in fast-paced environments, with the ability to manage multiple tasks and priorities

• Knowledge of Singapore's Labour Laws and HR practices

• Experience with Times Software is a plus

Join Us as a Key Member of Our People & Culture Team

In this role, you'll play a vital part in shaping our organisation's employee experience — from hiring and onboarding passionate talents to supporting their growth and ensuring smooth HR operations. You'll get hands-on exposure across the full spectrum of HR functions, including recruitment, payroll, training, and employee engagement, while also supporting exciting company events and office operations.

If you're someone who enjoys working with people, values structure and organisation, and thrives in a dynamic environment where no two days are the same, this role offers you the perfect blend of administrative precision and people connection. You'll work closely with stakeholders across departments, schools, and agencies — gaining valuable experience and making a direct impact on our company's culture and success.