HR/Admin Assistant Manager

Job title: HR/Admin Assistant Manager
Reference ID: 36386

Our Client is a Trading company focusing on the Singapore market and internationally. They are looking urgently for an HR/Admin Assistant Manager. You will be responsible for the personnel, HR functions, payroll functions, office administration, secretarial duties, and ad-hoc assignments by the General Manager (GM) and Managing Director (MD).

Reporting to: GM & MD

Responsibilities

1. Personnel & HR Functions
   - Maintain and update employee personnel files.
   - Prepare employment contracts, confirmation/rejection letters, medical-related letters, and other employee-related documents.
   - Handle applications for employment passes, dependent passes, and social visas as required.
   - Manage exit formalities for foreign employees, including IR21 filing, taxable income computation, and final wage processing.
   - Maintain and update the HR Management System (HRMS), including e-Leave and e-Payroll records.
   - Administer group insurance policies (personal accident, hospitalization, surgical, and term life) and process claims for onboarding and offboarding employees.
   - Coordinate recruitment efforts with external recruitment agencies.
   - Assist in compensation and benefits planning for Singapore and overseas offices.
   - Support appraisal and performance review processes, including data consolidation.
2. Payroll Functions
   - Maintain accurate payroll records, including bank account details and salary figures.
   - Compute and process monthly salaries, deductions, and e-Payslips.
   - Prepare payroll-related documents for approval and process salary/flexible benefits claims.
   - Reconcile monthly payroll reports for Accounts/Finance.
   - Ensure timely CPF contributions and submissions.
   - Liaise with the Inland Revenue Authority of Singapore (IRAS) for year-end tax reconciliation (IR8A/IR8S).
   - Process payroll and agency fees for representative offices and external agents.
3. Administrative Duties
   - Manage office supplies, including stationery, pantry items, and corporate gifts.
   - Ensure office equipment (laptops, PCs, phones, printers, etc.) is well-maintained and functional.
   - Maintain overall office cleanliness and report any defects.
   - Handle incoming correspondence, couriers, and mail distribution.
   - Circulate internal communications, including Singapore’s gazetted holiday schedules.
   - Attend to visitors and provide necessary hospitality arrangements.
4. Secretarial & Support Functions
   - Provide secretarial support to the Managing Director when required.
   - Maintain an efficient e-filing and document management system.
   - Coordinate travel arrangements, including flight bookings, hotel reservations, and itinerary preparation.
   - Process travel and corporate credit card expense claims for the Managing Director.
   - Organize company events, meetings, and business-related travel coordination.
5. Ad-Hoc Responsibilities
   - Source and procure office furniture, décor, and operational equipment.
   - Coordinate office relocation, renovations, and logistics with property agents.
   - Undertake any additional assignments as directed by the Reporting Manager, Managing Director, or Senior Management.

What you will receive

1. AWS
2. Performance Bonus (Depends on Company and Individual performance)
3. Annual Leave: 14 days (Maximum up to 18 days)
4. Medical Leave: 14 days
5. Flexi benefits (After confirmation)

Requirements & Preferences

(Must)
- Bachelor's degree in Human Resources or Business Management
- At least 8 years of HR experience (including payroll, recruitment, employee engagement) and Office and Administration Management
- Experience in using an Infotech system for payroll processing or similar
- Comfortable being a sole contributor and independent, previously liaising directly with GM or MD for day-to-day coordination
- Excellent spoken and written communication in English and Mandarin to liaise with English and Mandarin-speaking stakeholders
- Strong professionalism, intelligent, confident, and meticulous
- Comfortable to travel overseas, if required
- Able to start within 1 month or short notice

(Advantageous)
- Experience working in Wholesale Trade

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We regret that only shortlisted candidates will be notified.
Registration No.: R23113629 (Elvin Lee Zhen Yan)
Recruitment Licence: 12C5051