HR/Admin

Job Responsibilities: Administrative, Human Resources, Payroll, and Operations Assistance

Administrative:

• Checking and purchasing office supplies/stationery, uniforms, etc.
• Issuing uniforms to Security Guards.
• Instructing newly hired officers on how to use the IREP system – check in/out.
• Inventory, recording, and filing of uniform issuance forms.
• Inventory, recording, and filing of equipment issued at the site.
• Mailing invoices, cheques, and other documents.
• Upkeep of office administrative facilities and ensuring the availability of daily office supplies/stationery.
• Handling and filing monthly billing for utilities, internet, etc.
• Attending to phone calls.
• Encoding biodata to be forwarded to Site Management.
• Communicating with Singtel and other telecom companies for inquiries, reporting technical problems, and renewing plans.
• Maintaining vehicle files and monitoring vehicle inspection, road tax, and vehicle insurance expiration.
• Enquiring/registering courses for officers.
• Filing employees’ individual documents.
• Checking/updating/encoding employees’ details on IREP.
• Advertising job vacancies on WhatsApp and Telegram.
• Assisting in checking officers’ status on PLRD and Notification for employment/cessation.
• Checking if there are any important letters in the mailbox.
• Submission of officers’ monthly attendance to site management.
• Assisting in the preparation of quotes and proposals for clients.
• Assisting in SACE preparation.
• Assisting in the renewal of PLRD and IMDA licenses.
• Emailing Ms. Erni the particulars of new officers to be deployed at Tuas South and SIC Registration.

Human Resources:

• Identifying security officer vacancies and recruitment, conducting basic interviews, and selecting applicants to be forwarded to the operations team.
• Processing documentation with the Ministry of Manpower, such as Work Permit Applications and temporary work permits.
• Notifying PLRD for employment/cessation and checking training details.
• Providing employees with information about policies, wages, opportunities for promotion, and employee benefits.
• Performing staffing duties, including dealing with complaints, termination of employees, and administering disciplinary procedures.
• Analyzing and modifying compensation and benefits policies and ensuring compliance with Ministry of Manpower requirements.
• Serving as a link between management and employees by handling questions, interpreting and administering contracts, and helping resolve work-related problems.
• Registering training for Security Officers and submitting absentee payroll through SkillsConnect.
• Maintaining records and compiling reports concerning personnel-related data, such as hires, performance appraisals, and absenteeism rates.
• Analyzing data and reports to identify and determine the causes of personnel problems and developing recommendations for improving the organization's personnel policies and practices.
• Coordinating with the Operations Manager for planning, organizing, controlling, or coordinating the Security Officers’ training activities within the organization.
• Conducting exit interviews to identify reasons for employee termination.
• Representing the organization in any matters with the Ministry of Manpower, IRAS, and CPF.
• Preparing personnel forecasts to project employment needs.
• Preparing and following budgets for security officers' operations.
• Preparing documents such as Employment Contracts, Employment Release Letters, promotions, etc.
• Submitting details/summary of Annual IR8A Employee Income Tax for each employee to Accounts.

Payroll:

• Double-checking daily attendance for site deployment (submitted by OE) and on the IREP system.
• Checking/updating/encoding daily IREP attendance records to ensure they tally with site attendance for accurate salary calculation.
• Preparing weekly payments such as advances, daily rated payments, and overtime to be paid by GIRO.
• Monitoring officers’ daily attendance on IREP to ensure no one exceeds 12 hours.
• Preparing the monthly payroll for security officers (double-checking with Excel formulas and the IREP system) – including attendance, advances, loans, CPF contributions, and leaves.
• Preparing hard /soft copy payslips to be given to the officers.
• Scanning, filing, and saving payslips and bank transactions in the system.
• Providing payroll information by answering questions and requests.
• Monthly Submission of CPF

Operations Assistance:

• Setting up clocking/patrolling site systems.
• Reviewing clocking/patrolling records and ensuring all reports are fully completed, with no omissions, by the end of the month.
• Other Operations Assistance as needed