HR & Admin Assistant

Job Responsibilities

• Provide support in the recruitment process for various roles (permanent, contract, internship, parttime), including candidate sourcing, interview coordination, and job offers
• Coordinate with both internal and external stakeholders, including various schools, job posting portals and recruitment agencies, to ensure the smooth completion of the entire hiring process.
• Assist with onboarding for new hires and interns, as well as offboarding processes for departing employees.
• Support and manage e-leave and e-claims administration
• Maintain accurate and up-to-date employee records within the HRIS system and the company shared folders.
• Ensure personnel files (P-Files) comply with data privacy regulations
• Coordinate employee training arrangements and ensure employee training records are kept up to date
• Assist with the submission of childcare, paternity, maternity leave, NS men, and other government related claims
• Assist in managing the staff benefits administration, such as group medical insurance and medical claims through the brokers / vendors
• Prepare various HR-related documents, including appointment letters, confirmation letters, promotion/increment/bonus letters, transfer/secondment letters, resignation letters, and other related correspondence
• Support in conducting and submitting surveys related to MOM and other statutory HR matters.
• Assist in work pass applications, renewals, and cancellations
• Provide support in organising company events and coordinating with vendors
• Assist in preparing items for company events, such as sourcing, purchasing materials, printing, etc.
• Provide office-related administrative support, including facilities maintenance, office supplies, vendor liaison (e.g., cleaning services, air-conditioning servicing, water dispenser, Copier etc.), restocking pantry items, issuing staff name cards, staff access cards, and booking air tickets for business trips
• Verify invoices from vendors and facilitate approval processes efficiently
• Maintain good filing practices, both in soft copies within company shared folders and hard copies, to ensure proper record management
• Support additional projects and ad-hoc duties assigned by the HR & Admin Manager

Job Requirements

• Diploma / Degree in Human Resource Management, Business, or a related field
• Minimum of 2 years of relevant experience, preferably in an SME environment
• Proficiency in Microsoft Office applications, particularly Word and Excel
• Strong attention to detail
• Good interpersonal and communication skills
• Ability to work independently as well as collaboratively within a team
• Comfortable working in fast-paced environments, with the ability to manage multiple tasks and priorities
• Knowledge of Singapore's Labour Laws and HR practices
• Experience with Times Software is a plus