HR & ADMIN EXECUTIVE

About the role

We are looking for a responsible, organised and hands-on HR & Administration Executive to join our team. The successful candidate will be responsible for managing day-to-day HR operations, employee administration, recruitment, payroll support and general office administration.

This role requires someone who is detail-oriented, able to work independently, maintain confidentiality and effectively coordinate with employees, management, departments and external parties.

1. Human Resources & Employee Administration

• Manage day-to-day HR operations and employee administration.
• Maintain accurate and up-to-date employee records, personal files and HR documentation.
• Manage employee attendance, leave, claims, medical benefits and related records.
• Assist with monthly payroll processing and payroll-related administration.
• Prepare HR reports, organisation charts, memos and other HR-related documents for Management.
• Assist in maintaining and updating HR policies, procedures and SOPs.
• Maintain confidentiality of employee and company information.

2. Recruitment & Onboarding

• Assist in the end-to-end recruitment process, including job posting, candidate screening, interview coordination.
• Coordinate interview schedules and communicate with candidates.
• Prepare employment and onboarding documentation for new employees.
• Conduct new employee orientation and assist with induction programmes.
• Coordinate workstation, system account, access card and other requirements for new employees.
• Assist in providing necessary training and ensuring new employees understand company policies and procedures.

3. Employee Relations & Performance

• Assist Management in handling employee relations and disciplinary matters.
• Support performance management and employee evaluation processes.
• Assist in addressing employee queries and HR-related matters.
• Coordinate employee engagement activities, company events and staff welfare initiatives.

4. Training & Development

• Coordinate employee training and development programmes.
• Maintain proper training records and documentation.
• Handle HRD Corp related matters, including training applications, claims and supporting documents.
• Coordinate with training providers and relevant external parties.

5. Offboarding & Exit Management

• Coordinate employee resignation and offboarding processes.
• Prepare exit clearance documentation.
• Coordinate the return of company assets, access cards, equipment and other company property.
• Ensure proper deactivation of company accounts and access upon employee departure.
• Maintain proper records of employee separation.

6. Compliance & HR Documentation

• Assist with HR audits and ensure proper maintenance of HR documentation.
• Support HR compliance requirements and relevant statutory matters.
• Assist with HR-related requirements under ISO, HACCP and GMP systems.
• Assist in preparing documentation and records required for audits and inspections.
• Handle HR & Admin documentation relating to foreign workers.

7. General Administration & Office Management

• Handle day-to-day general administrative and office coordination matters.
• Oversee office supplies, stationery and other administrative requirements.
• Monitor office equipment and coordinate maintenance and repairs when required.
• Handle incoming and outgoing mail, courier arrangements and general phone enquiries.
• Draft, format and distribute internal memos, letters, reports and administrative documents.
• Maintain a proper and organised filing system for HR and administrative records.
• Assist in meetings, company activities, events and other administrative arrangements.
• Monitor company store and assist with annual disposal activities.
• Provide general administrative support to ensure smooth daily office operations.
• Perform any other HR & Administrative duties as assigned by Management.

Requirements

• Diploma or Bachelor's Degree in Human Resource Management, Business Administration or a related field.
• Minimum 3 years of relevant experience in HR & Administration.
• Hands-on experience in HR operations, recruitment, employee administration and general office administration.
• Knowledge of payroll processing and HR-related statutory requirements will be an advantage.
• Familiarity with HRD Corp matters is an added advantage.
• Good knowledge of Microsoft Office, especially Excel and Word.
• Good communication and interpersonal skills.
• Strong organisational skills with good attention to detail.
• Able to work independently and manage multiple tasks effectively.
• Mature, responsible and able to maintain confidentiality.
• Good problem-solving and coordination skills.
• Mandarin-speaking candidates will have an added advantage due to constant communication with China-based agents & vendors.
• Candidates with strong hands-on HR & Administration experience are encouraged to apply.