HR cum Admin Assistant

Job overview: The HR cum Admin Assistant is responsible for managing HR-related tasks and ensuring smooth administrative operations. This role requires strong organizational skills, attention to detail, and excellent communication abilities to support a positive and efficient workplace environment.

Key Responsibilities:

Human Resources:

• Provide day-to-day support in broad spectrum of HR and Administrative activities.
• Update or maintain HR information and leave records in the system.
• Handle staff travel arrangements including air-ticket purchase, travel insurance and accommodation.
• Serve as the first line of contact for HR-related queries, e.g. employee benefits, insurance, policies, letter requests etc.
• Support the recruitment and onboarding process - job advertisements, scheduling of interviews, documentation, new joiner orientation, etc.
• Monitor and follow up on staff confirmation and contract renewals. Prepare employees’ performance appraisal form.
• Handle all work passes related matters including application, medical check-ups, issuance, renewal, and cancellation.
• Create and maintain employee records, leave records, organisation charts and personal files.
• Administer training-related matters, update and maintain training record etc.
• Manage company insurance, i.e., vehicle insurance, medical insurance, work injury compensation and hospitalization.
• Prepare monthly HR report and ad-hoc reports
• Monthly payroll and CPF calculations and final payment calculation using payroll system.
• Year-end Forms IR8A and Form IR21 for Foreign employees, where applicable
• Responsible for data entry, proper filing, labelling, storing of documents
• Manage phone calls and correspondence (e-mail, letters etc.)
• Liaise with the Ministry of Manpower for workers-related issues
• Attend to and complete HR related surveys from various government agencies
• Submissions of all government and related claims, e.g. CPF, childcare Leave, NS makeup claims, income tax (IR8A & IR21) matters, etc
• Familiar with Employment Act and HR-related policies.

Administrative:

• Assist in vehicle road tax, COE and insurance renewal
• Oversee the renewal of vehicle road tax, insurance, and COE.
• Manage the renewal processes for Health & Safety (H&S) insurance, Work Injury Compensation Act (WICA) insurance, public liability insurance, and cover notes.
• Arrange and coordinate training sessions for employees, ensuring compliance with company training requirements.
• Maintain inventory and manage the procurement of office supplies, including stationery, cleaning supplies, uniforms, and pantry items.
• Ensure the proper maintenance of company facilities, including lifts and plumbing systems.
• Organize and schedule the boss meetings, appointments, and administrative tasks as required.
• Assist in organizing company events such as the Mooncake Festival, Seventh Month (Hungry Ghost Festival), and Chinese New Year celebrations.
• Assist in ensuring compliance with fire safety regulations and participate in fire safety drills.
• Support general administrative tasks to ensure the smooth operation of the office.

Qualifications:

• Diploma in Human Resources, Business Administration, or a related field.
• Proven experience as an HR Assistant, Administrative Assistant, or similar role.
• Familiarity with HR software and MS Office applications (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Ability to handle sensitive information with confidentiality.
• Detail-oriented and proactive problem-solving skills.