- Job Title: HR & Admin Executive
- Reporting To: HR & Admin Manager / General Manager
Role Overview The HR & Admin Executive supports comprehensive Human Resource functions and office administration to ensure smooth HR operations, compliance with company policies and local regulations, and efficient administrative support for business continuity.
Responsibilities
- Coordinate end-to-end recruitment processes including job posting, candidate screening, and interview scheduling to meet manpower needs
- Collaborate with Heads of Departments to identify and fulfill manpower requirements
- Prepare employment contracts, offer letters, and onboarding documents accurately and timely
- Conduct onboarding briefings and orientation sessions for new hires to facilitate smooth integration
- Maintain and update employee records including contracts, personal data, and leave information to ensure data accuracy
- Manage employee lifecycle processes such as confirmation, promotion, transfer, resignation, exit clearance, and conduct exit interviews to support workforce transitions
- Prepare and verify payroll inputs including attendance, overtime, claims, and unpaid leave to ensure accurate salary processing
- Monitor attendance systems (biometric/OA) and enforce compliance with company policies and Singapore Employment Act
- Coordinate with Finance or payroll vendors to facilitate timely salary disbursement
- Support the annual performance appraisal process by tracking timelines, collecting KPI submissions from HODs, and consolidating appraisal data for management review and calibration
- Implement and communicate HR policies related to leave, work-from-home, overtime, and business trips to maintain policy adherence
- Support work pass applications, renewals, and cancellations while ensuring compliance with Ministry of Manpower regulations
- Maintain and update the employee handbook and HR policies to reflect current practices
- Coordinate internal and external training programs, maintain training records, and assist in tracking skills development aligned with departmental plans
- Oversee general office operations including workspace management, pantry upkeep, and cleanliness to ensure a conducive work environment
- Liaise with vendors for cleaning, maintenance, office supplies, and IT support to maintain office functionality
- Manage office assets and inventory to optimize resource utilization
- Support business travel arrangements including flights, accommodation, and visa processing when required
- Administer business trip documentation linked to claims and HR records for accurate record-keeping
- Assist in organizing company events such as town halls, annual dinners, and staff engagement activities to foster employee morale
- Maintain proper filing systems for HR and administrative documents to ensure easy retrieval and compliance
- Update and manage OA/HRIS systems for leave, attendance, and approval workflows to streamline HR operations
- Support process improvement initiatives for HR and administrative workflows to enhance efficiency
Preferred competencies and qualifications
- Able to work effectively in a fast-paced, multi-department environment
- Proactive and hands-on approach with strong follow-through on tasks
- Comfortable managing both HR and administrative responsibilities concurrently
- Familiar with timesheet, business trip, and project manpower tracking workflows
- Able to support cross-functional teams including Project, Engineering, and Service departments
