HR & Admin Executive

Job Title: HR and Admin Executive

Department: Human Resources/Administration

Location: Singapore

Reporting To: General Manager

Employment Type: Full-time, Permanent

Job Purpose

Provide comprehensive support across human resources and office administration. Ensure smooth daily operations by managing HR processes such as recruitment, onboarding, employee engagement, and HRIS updates, while also handling administrative functions including office facilities, supplies, and vendor coordination.

Key Responsibilities

1. Recruitment & Onboarding:

· Assist in job postings, resume screening, interview scheduling and reference checks

· Prepare employment contracts, letters, and ensure compliance with company policies and statutory requirements.

· Manage employee onboarding and offboarding processes, including induction, exit interviews, and clearance.

· Maintain and update employee records and databases and maintain confidentiality

· Assist in work pass applications, renewals, exit interviews and cancellations.

1. Employee Relations & Engagement:

· Address employee queries related to HR policies and procedures.

· Support employee engagement activities such as events, surveys, training & recognition programs.

· Assist in performance management cycles (appraisals, probation reviews)

· Monitor headcount planning and optimize staffing levels in alignment with business growth

· Develop and maintain systems for employee retention

· Provide guidance on conflict resolution, disciplinary matters, and grievance handling

· Foster open communication channels between management and staff

1. Payroll & Benefits Administration:

· Administer payroll, CPF submissions, IR21/IR8A filings, and staff claims.

· Maintain attendance, leave records, and benefit enrolment.

· Coordinate with finance for timely salary disbursements and deductions.

· Managing staff benefits such as healthcare, insurances, travel, etc.

· Handle all employee claims in a standardized and timely manner

1. HR Compliance & Documentation:

· Ensure HR policies, procedures, and employment practices comply with labour laws in all countries where employees are based

· Maintain, update and implement HR policies, procedures, and employee handbooks.

· Assist in audits and reports for regulatory compliance.

· Manage employee relations, grievances, and disciplinary actions.

· Handle HR correspondence, notices, and communications.

1. General Administrative Support:

· Assist with sending AR invoices and providing invoice related information

· Assist the management in liaising with lawyers on legal matters, if necessary

· Manage office & pantry supplies, vendor contracts, and office maintenance

· Manage the IT and other office equipment and be the local point of contact with global IT for any issues

· Handle ad-hoc tasks such as party planning, marketing, new system implementation etc.

· Handle general correspondence, filing, and document management (digital and physical)

· Ensure workplace health & safety guidelines are adhered to

1. Global HR compliance (Work with global HR manager)

· To promote a unified company culture according to the "We Care Philosophy"

· Implement performance appraisal frameworks across all regions

· Facilitate leadership development, succession planning, and career pathing

· Promote continuous learning through training programs and development initiatives

· Support cross-border mobility, internal transfers, and global team collaboration

Qualifications & Skills

· Bachelor's degree or Diploma in Human Resources, Business Administration, or a related field

· years of experience in HR administration or a similar role

· Strong knowledge of labour laws, CPF, TAFEP guidelines, MOM regulations and HR best practices.

· Proficiency in MS Office and any HRIS (e.g. Successfactors, Workday, Justlogin, etc.)

· Excellent organisational, multi-tasking and communication skills

· Ability to handle sensitive information with discretion and attention to detail

Work Environment

• Office-based role with occasional travel for recruitment or training programs