HR & Admin Executive

Role Overview

We are seeking an organized, detail-oriented, and proactive HR & Admin Executive to join our team in Singapore. In this role, you will play a key part in supporting day-to-day human resources functions, government portal administration, general office operations, and expense reimbursements.

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Key Responsibilities

Recruitment & Onboarding

1. Assist in publishing, updating, and managing job advertisements across various recruitment channels and platforms.

2. Screen resumes, conduct preliminary shortlists, coordinate interview schedules, and handle candidate communications professionally.

3. Prepare and maintain all recruitment-related documents, talent pool records, and interview feedback summaries.

4. Coordinate employee onboarding, including employment contract preparation, personal data collection, account setup, and orientation briefings.

HR Administration & Employee Records

1. Maintain up-to-date physical and electronic personnel files, employment contracts, leave records, and other HR documentation in a strictly confidential manner.

2. Assist with employee confirmation, contract renewal, resignation workflows, exit clearances, and relevant documentation.

3. Support positive employee relations and serve as the first point of contact for routine HR-related inquiries.

Government & HR System Administration

1. Handle HR submissions, company registration updates, and statutory compliance via relevant Singapore government portals (MOM, CPF, etc.).

2. Administer work pass matters, including new applications, renewals, cancellations, and related administrative follow-ups for foreign staff.

3. Track and ensure strict adherence to submission deadlines, statutory requirements, and audit-ready record keeping.

General Office Administration & Operations

1. Manage day-to-day office operations to ensure a functional, clean, and professional working environment.

2. Oversee procurement and inventory replenishment for office stationery, pantry refreshments, and daily administrative supplies.

3. Coordinate with external vendors, landlords, building management, IT support, cleaning, and telecom service providers for routine facility maintenance.

4. Welcome clients, visitors, and partners; manage meeting room bookings, and prepare refreshments when required.

5. Establish and maintain physical and electronic filing systems for company contracts, operating licences, and official incoming/outgoing mail and parcels.

Expense Claims & Reimbursements

1. Process and review the Director’s business expense claims, ensuring accuracy and proper backing documents.

2. Verify expense claims and receipts submitted by team members in accordance with company policies, and liaise with the Finance Department for timely reimbursements.

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Job Requirements

Education: Diploma or Degree in Human Resources, Business Administration, or a related discipline.

Experience: Minimum 2 years of relevant HR or general administrative experience in Singapore; background in SME environments is an advantage.

Regulatory Knowledge: Good understanding of the Singapore Employment Act, MOM/CPF regulations, and standard work pass application processes.

Key Competencies: Excellent organizational and time-management skills; highly detail-oriented, trustworthy, and able to handle confidential data with high discretion.

IT Literacy: Proficient in Microsoft Office (Word, Excel, PowerPoint) and common online administrative platforms.

Communication Skills: Good command of written and spoken English; proficiency in Chinese is a strong plus to communicate effectively with Mandarin-speaking stakeholders.