Operations Executive

4 days ago

Singapore AESOPICA PTE. LTD. Full time

**Job description**

The Operations Executive (Admin & HR) is a corporate role that supports the Operations Department management team in performing routine tasks relating to Human Resource (HR) and Admin workflows, thereby ensuring timely and accurate execution of key processes within the department, to achieve seamless cross-department workflows and compliance with Company standards.

**KEY RESPONSIBILITIES**:
**OPERATIONS HR**

**Recruitment of Casual Part-Time (PT) Crew**
- **Collate interview outcomes**:

- **Maintain recruitment records**and hiring documentation

**Onboarding & Offboarding of Casual PT Crew**
- **Execute onboarding and offboarding processes**for new or returning Casual PT Crew
- **De-activate**departing PT **and re-activate**returning PT by updating employee records in company HR systems (e.g. QuickHR)
- Coordinate with Boutique Supervisors (or similar) to **collect and verify documents**required for onboarding / offboarding

**Payroll for Casual PT Crew**
- **Update wages in HR system**, if necessary
- **Compile data**for Casual PT Crew working hours and payroll, and flag inconsistencies for review
- Assist Sr Operations Manager / Operations Manager to **process timesheets into payroll**

**OPERATIONS ADMIN**

**Administrative Tasks concerning All Operations Department staff**
- **Keep organised filing**of employee personal documents and particulars in compliance with Personal Data Protection regulations
- **Conduct weekly checks on boutique cash forms**and flag out discrepancies
- **Schedule job-appointments**between Maintenance Vendors and Boutique Supervisors
- **Update records**of operational systems**(e.g. CSAT)
- **Update records**of staff training**and on-job-certification
- **Make bookings with Course Provider**for food hygiene training
- Assist Operations Manager to **administer workflows**(e.g. Audit submission)
- Assist Operations Manager in **preparing weekly presentation deck**for meetings, and distribute meeting notes
- Assist Operations Manager to make **back-end updates in IT systems**(e.g. customer-rewards management, POS)
- Assist Operations Manager to **check adherence to spending limits**on general purchasing, staff claims, and staff welfare expenses
- Assist Roster Planner to **update rosters**manually and in relevant HR systems
- Perform ad-hoc tasks and projects as assigned

**WE ARE LOOKING FOR SOMEONE WITH / WHO IS**
- Strong administrative skills with high attention to detail
- Ability to handle confidential information with discretion and integrity
- Effective communicator across internal teams and external vendors
- Independent problem-solver with investigative mindset

**Requirements & Qualifications**
- Minimum 2 years of experience in HR and/or administration (F&B or retail preferred)
- Minimum Diploma (in Business Administration, Human Resources, or related)
- Proficient in Microsoft Office and Google Workspace
- Familiar or has prior experience with HR systems (e.g. QuickHR)
- 5-day work week (Mon-Fri), 6.5 hour work day (9.30am - 4.30pm)

**Job summary**

Supports the Operations department in HR and admin tasks, ensuring timely and smooth coordination, and compliance with company standards.

**Key selling points**
- Culture of Care
- Impact and Recognition
- Skill development and growth opportunities

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