Senior Office Executive (HR cum Admin)

Job Purpose:

• Provide day-to-day support on HR and admin functions in CM Section.
• Manage HR core functions (such as Performance Appraisal, Recruitment, Learning & Development, Safety & Compliance, Employee Benefits).
• Handle office admin matters, as well as contract and the billing related matters (AR & AP).
• Manage & support office events, handle supplier and other ad hoc job assigned.

The job role of the Office (HR/Admin) Executive includes:

HR duties:

• Resourcing activities, actively advertises job vacancies on various platforms and works with Recruitment Agencies.
• Assist in new hire onboarding matters, office email/G Suite account/laptop set-up, updating new hire basic personal info in HR system/staff list, preparing new name card and HR orientation, etc.
• Assist on off-boarding process, formalizing resignation approval, terminating all company access, e.g. email/G Suite/SAP account, removing from staff list, tax clearance matters for EP/SP holders resignation confirmation.
• Coordinate training initiatives for all employees, responsible for collecting training needs, submitting training for Government funding claims and grant applications.
• Manage office staff medical insurance and WIC matters.
• Ensure that HR policies and procedures are in line with GHR and in accordance with Singapore Employment Law, update information on company portal.
• Responsible for Employee internal e-Learning courses, work on HR Compliance together with HQ Legal Team.
• Handle leave administration including government paid leave claims.
• Administration of MOM reporting and government survey.
• Handle company Annual Performance Appraisal.
• Administer Employee Master’s records and ensure required personal documents are in place and maintain accurate HR database and up-to-date employees’ records.
• Support HR departmental projects and assist with special projects as assigned.
• Coordinate with relevant business units on manpower movement, contract renewal, confirmation, transfer, promotion, re-employment, resignation, etc along with respective administration.
• Provide response to employee’s enquiries on HR-related matters.
• Handle Staff Pass, Access Card, and other required ID card processing.
• Coordination of basic marketing and social media matters on various platforms to attract new talents.
• Staff benefits administration and staff monthly expenses claims.
• Perform ad-hoc duties as and when being assigned by the Management.

Admin duties:

• Responsible for handling and managing general office administration including but not limited to procurement of office and pantry supplies, stationary supplies, oversee office maintenance and cleanliness, manage supplier and daily on-duty cleaner, etc.
• Consolidate office invoices and submit reimbursement for payment, work with outsource account vendor on AR & AP matter on weekly basis.
• Oversee fixed assets which includes office laptops, phone contract, assets filing and recording.
• Assist on staff business travel insurance, travel accommodation booking upon request.
• Contribute to the process of Office Improvement Project, events, function, etc.
• Review and actively manage the corporate website and company portal.
• Provide general administration support to the Management.
• Other general administration work and ad hoc duties as required.

Job Requirements:

• Diploma/Degree in HR or a related discipline with at least 5 years of working experience in the related field is required for this position.
• Strong knowledge in local HR practices, employment law and regulations.
• High initiative, independent and ability to thrive in a fast-paced and dynamic environment.
• Meticulous with the ability to multitask and highly adaptable to change.
• Able to work with tight deadlines and with can-do attitude, possess initiative and a willingness to learn.
• Positive personality with strong communication and interpersonal skills.
• Detail-oriented, self-motivated, resourceful, good facilitation and a proactive team player.
• Experience in government grants/ funding administration.
• Familiar with GSuite and basic IT knowledge.
• Experience in SAP SuccessFactor (e.g. EC/ECP/Timeoff/LMS/PMS) software will be advantageous.