HR/Admin Executive

HR/Admin Executive is responsible in providing support in the various human resources functions include recruitment, staffing, payroll, training and development, performance appraisal, leave management and staff counselling.

Key Responsibilities:

1. Recruitment Process

• Coordinate staff recruitment and selection process in order to ensure timely recruitment of staff.
• Prepare and put up advertisements for job vacancy in Jobstreet, JobBank, etc.
• Liaise with Recruitment Agency for candidates
• Schedule, organize and participate in interviews.
• Conduct reference checks, if required on shortlisted candidate.

2. Employment Process

• Prepare Letter of Employment for shortlisted candidate
• Inform and liaise with candidate to sign Letter of Employment and to provide necessary documents eg Bank Account, qualification certificates, testimonials.
• Provide basic orientation to new staff.
• Arrange workplace, computer, office equipment/stationery.
• Create the new staff information in Whyze HR system

3. Work Pass Process

• Familiar with MOM work pass procedures in terms of application of Work Permit and S Pass for foreign candidate.
• Inform the candidate of the approved WP/S Pass
• Arrange candidate to go for medical checkup and other MOM required process
• Arrange security bond before e-issue of the approved in principle letter
• Cancel WP when staff end their contract
• Apply for waiver of WP levy when staff returns for home leave.

4. Payroll Processing

• Understand the pay structure for employee list
• Input the working hour from employee timecard into HR software
• Check and enssure the accuracy of the payroll for each employee before generating payroll summary, bank submission and CPF submission
• Ensure timely bank submission for each month and CPF submission by 14th of next month.
• Ensure all supporting documents for payroll are filed for audit purposes.

5. Training Administration

• Monitor and update the list of training courses attended by the staff.
• Source and register the staff for the training course approved by Management.
• Highlight to Mgmt on compulsory required training courses for staff.
• Arrange and make payment to training organizer upon registration.
• Inform staff on the date and venue of the training courses.
• File the certificates in the staff personal file upon completion of the training course and upload it into Whyze HR System.

6. Leave Management

• Monitor and update leave records
• File all supporting documents eg medical certificate, hospitalization certificate.

7. Workman Compensation Management

• Inform respective supervisor to submit incident report when there is an accident at worksite.
• Submit I-report in MOM when staff receives more than 3 days of medical leave. To check with Management before submitting I-report.
• Inform WICA Insurance of the accident and submit all supporting documents to insurance company.
• Monitor, update and file all documents pertaining to the WICA case till it is closed.

Requirements

• Minimum Diploma or equivalent experience plus a relevant professional qualification.
• Good communication and interpersonal and presentation skills.
• Good computer literacy and experience in WhyzeHR system
• High level of organization, attention to detail and time management skills
• At least 3 years of working experience in a related field.

HR/Admin Executive is responsible in providing support in the various human resources functions include recruitment, staffing, payroll, training and development, performance appraisal, leave management and staff counselling.

Key Responsibilities:

1. Recruitment Process

• Coordinate staff recruitment and selection process in order to ensure timely recruitment of staff.
• Prepare and put up advertisements for job vacancy in Jobstreet, JobBank, etc.
• Liaise with Recruitment Agency for candidates
• Schedule, organize and participate in interviews.
• Conduct reference checks, if required on shortlisted candidate.

2. Employment Process

• Prepare Letter of Employment for shortlisted candidate
• Inform and liaise with candidate to sign Letter of Employment and to provide necessary documents eg Bank Account, qualification certificates, testimonials.
• Provide basic orientation to new staff.
• Arrange workplace, computer, office equipment/stationery.
• Create the new staff information in Whyze HR system

3. Work Pass Process

• Familiar with MOM work pass procedures in terms of application of Work Permit and S Pass for foreign candidate.
• Inform the candidate of the approved WP/S Pass
• Arrange candidate to go for medical checkup and other MOM required process
• Arrange security bond before e-issue of the approved in principle letter
• Cancel WP when staff end their contract
• Apply for waiver of WP levy when staff returns for home leave.

4. Payroll Processing

• Understand the pay structure for employee list
• Input the working hour from employee timecard into HR software
• Check and enssure the accuracy of the payroll for each employee before generating payroll summary, bank submission and CPF submission
• Ensure timely bank submission for each month and CPF submission by 14th of next month.
• Ensure all supporting documents for payroll are filed for audit purposes.

5. Training Administration

• Monitor and update the list of training courses attended by the staff.
• Source and register the staff for the training course approved by Management.
• Highlight to Mgmt on compulsory required training courses for staff.
• Arrange and make payment to training organizer upon registration.
• Inform staff on the date and venue of the training courses.
• File the certificates in the staff personal file upon completion of the training course and upload it into Whyze HR System.

6. Leave Management

• Monitor and update leave records
• File all supporting documents eg medical certificate, hospitalization certificate.

7. Workman Compensation Management

• Inform respective supervisor to submit incident report when there is an accident at worksite.
• Submit I-report in MOM when staff receives more than 3 days of medical leave. To check with Management before submitting I-report.
• Inform WICA Insurance of the accident and submit all supporting documents to insurance company.
• Monitor, update and file all documents pertaining to the WICA case till it is closed.

Requirements

• Minimum Diploma or equivalent experience plus a relevant professional qualification.
• Good communication and interpersonal and presentation skills.
• Good computer literacy and experience in WhyzeHR system
• High level of organization, attention to detail and time management skills
• At least 3 years of working experience in a related field.