HR - HR Executive / HR Assistant

Activate Interactive Pte Ltd (“Activate”) is a leading technology consultancy headquartered in Singapore with a presence in Malaysia and Indonesia.Our clients are empowered with quality, cost-effective, and impactful end-to-end application development, like mobile and web applications, and cloud technology that remove technology roadblocks and increase their business efficiency.

We believe in positively impacting the lives of people around us and the environment we live in through the use of technology. Hence, we are committed to providing a conducive environment for all employees to realise their full potential, who in turn have the opportunity to continuously drive innovation.

We have opportunities for you to grow your career path and are looking for talented professionals to join our team.

Overall Role Objectives

To be responsible for HR administration, with a focus on HR policies & processes administration and compliance, HR records and documentation management, foreign workers' passes administration, staff welfare and benefits administration, training co-ordination, staff onboarding/offboarding, and internship.

The role aims to provide smooth HR operations while maintaining accurate records and facilitating effective communication with staff.

Additionally, the HR Executive / Assistant will assist in implementing HR initiatives that contribute to a positive workplace culture and organisational success.

Foreign Workers' Compliance Administration

Key Tasks:

• Handle the end-to-end application, renewal, and cancellation of foreign workers' passes, including Employment Pass and S Pass, as well as tax clearance and addressing other related compliance matters.
  
  

HR Records & Documentation Management

Key Tasks:

• Manage and maintain staff E-files, ensuring that all staff records, contracts, and documentation are up-to-date.
• Ensure HR documentation is organised and stored confidentially.
• Ensure HR policies & processes are organized and filed systematically for easy retrieval. Where applicable, they should also be made available for staff general access and references.
• Assist in preparing employment contracts, termination paperwork, and onboarding/offboarding documentation.
• Maintain and update HR databases with staff details, ensuring data accuracy and confidentiality.
• Track staff changes such as promotions, terminations, and transfers.
• Generate and analyse HR data and reports as required.
  
  

HR Reports and Correspondence

Key Tasks:

• Assist in the preparation of HR reports, and official correspondence.
• Maintain accurate and timely updates of HR metrics for reporting purposes.
• Assist with documentation for performance reviews and staff appraisals.
  
  

Recruitment

• Manage the full recruitment cycle from job posting to preparing Letter of Employment
• Source candidates from multiple channels, screen, shortlist and conduct initial screening with shortlisted candidates, coordinate interviews with hiring managers, and provide feedback to candidates.
• Maintain accurate candidate records and reports.
  
  

HR Calendar Event & Meeting Coordination

Key Tasks:

• Organise and schedule HR-related meetings, including interviews, performance reviews, and internal events.
• Coordinate HR events such as staff learning, onboarding programmes, HR roundtable with staff, and company-wide events.
• Assist with scheduling and ensuring proper documentation for all HR-related engagements.
  
  

Onboarding and Offboarding Process

Key Tasks:

• Onboarding for New Joiners:
  
  

i. Manage the onboarding process for new hires, including internships, ensuring their a smooth transition into the company.

ii. Conduct new staff inductions to familiarise them with company policies and culture.

• Offboarding for Departing Staffs:
  
  

i. Execute offboarding procedures for departing staffs, ensuring compliance with exit protocols and finalising necessary documentation.

ii. Conduct exit interviews to gather feedback and insights from departing staff.

Staff Queries and Support

Key Tasks:

• Provide timely and accurate information to staffs on company policies and processes.
• Respond to staff inquiries, such as those related to HR policies, benefits, procedures, payroll-related issues, etc.
  
  

Benefits Administration

Key Tasks:

• Assist in managing staff benefits programmes, including health insurance, wellness initiatives, etc.
• Process staff benefit enrolments, changes, and terminations.
• Ensure staff receive timely communication regarding available benefits and respond to benefit-related inquiries.
  
  

Education & Certifications

• Minimally a Diploma in Human Resources Management (or equivalent); those with an Advanced Diploma or relevant HR certifications or administrative certifications (e.g., IHRP certification, Payroll Management, Advanced MS EXCEL Skills certification, etc) will have advantages.
  
  

Experience

• 1 to 4 years of experience in HR administration or operations, preferably with focus on tasks such as HR records and documentation management, HR event management/co-ordination, foreign workers' passes administration, and staff onboarding/offboarding.

Activate Interactive Pte Ltd (“Activate”) is a leading technology consultancy headquartered in Singapore with a presence in Malaysia and Indonesia.Our clients are empowered with quality, cost-effective, and impactful end-to-end application development, like mobile and web applications, and cloud technology that remove technology roadblocks and increase their business efficiency.

We believe in positively impacting the lives of people around us and the environment we live in through the use of technology. Hence, we are committed to providing a conducive environment for all employees to realise their full potential, who in turn have the opportunity to continuously drive innovation.

We have opportunities for you to grow your career path and are looking for talented professionals to join our team.

Overall Role Objectives

To be responsible for HR administration, with a focus on HR policies & processes administration and compliance, HR records and documentation management, foreign workers' passes administration, staff welfare and benefits administration, training co-ordination, staff onboarding/offboarding, and internship.

The role aims to provide smooth HR operations while maintaining accurate records and facilitating effective communication with staff.

Additionally, the HR Executive / Assistant will assist in implementing HR initiatives that contribute to a positive workplace culture and organisational success.

Foreign Workers' Compliance Administration

Key Tasks:

• Handle the end-to-end application, renewal, and cancellation of foreign workers' passes, including Employment Pass and S Pass, as well as tax clearance and addressing other related compliance matters.
  
  

HR Records & Documentation Management

Key Tasks:

• Manage and maintain staff E-files, ensuring that all staff records, contracts, and documentation are up-to-date.
• Ensure HR documentation is organised and stored confidentially.
• Ensure HR policies & processes are organized and filed systematically for easy retrieval. Where applicable, they should also be made available for staff general access and references.
• Assist in preparing employment contracts, termination paperwork, and onboarding/offboarding documentation.
• Maintain and update HR databases with staff details, ensuring data accuracy and confidentiality.
• Track staff changes such as promotions, terminations, and transfers.
• Generate and analyse HR data and reports as required.
  
  

HR Reports and Correspondence

Key Tasks:

• Assist in the preparation of HR reports, and official correspondence.
• Maintain accurate and timely updates of HR metrics for reporting purposes.
• Assist with documentation for performance reviews and staff appraisals.
  
  

Recruitment

• Manage the full recruitment cycle from job posting to preparing Letter of Employment
• Source candidates from multiple channels, screen, shortlist and conduct initial screening with shortlisted candidates, coordinate interviews with hiring managers, and provide feedback to candidates.
• Maintain accurate candidate records and reports.
  
  

HR Calendar Event & Meeting Coordination

Key Tasks:

• Organise and schedule HR-related meetings, including interviews, performance reviews, and internal events.
• Coordinate HR events such as staff learning, onboarding programmes, HR roundtable with staff, and company-wide events.
• Assist with scheduling and ensuring proper documentation for all HR-related engagements.
  
  

Onboarding and Offboarding Process

Key Tasks:

• Onboarding for New Joiners:
  
  

i. Manage the onboarding process for new hires, including internships, ensuring their a smooth transition into the company.

ii. Conduct new staff inductions to familiarise them with company policies and culture.

• Offboarding for Departing Staffs:
  
  

i. Execute offboarding procedures for departing staffs, ensuring compliance with exit protocols and finalising necessary documentation.

ii. Conduct exit interviews to gather feedback and insights from departing staff.

Staff Queries and Support

Key Tasks:

• Provide timely and accurate information to staffs on company policies and processes.
• Respond to staff inquiries, such as those related to HR policies, benefits, procedures, payroll-related issues, etc.
  
  

Benefits Administration

Key Tasks:

• Assist in managing staff benefits programmes, including health insurance, wellness initiatives, etc.
• Process staff benefit enrolments, changes, and terminations.
• Ensure staff receive timely communication regarding available benefits and respond to benefit-related inquiries.
  
  

Education & Certifications

• Minimally a Diploma in Human Resources Management (or equivalent); those with an Advanced Diploma or relevant HR certifications or administrative certifications (e.g., IHRP certification, Payroll Management, Advanced MS EXCEL Skills certification, etc) will have advantages.
  
  

Experience

• 1 to 4 years of experience in HR administration or operations, preferably with focus on tasks such as HR records and documentation management, HR event management/co-ordination, foreign workers' passes administration, and staff onboarding/offboarding.