Executive, HR & Office Administration - Tampines

Key Job Purpose:

• Responsible for overseeing general human resource and office administration functions.
• Key responsibilities include event coordination, expatriate management, payroll and leave administration, training facilitation, and providing HR support. Additionally, ensure compliance with health and safety standards across all offices and sites.

Job Responsibilities:

1. Provide office administrative support as a backup, including reception coverage, managing office supplies and stationery, overseeing company vehicle administration—such as road tax and insurance renewals, maintenance, and inspections—and assisting with office renovation projects.
2. Managing company insurance, including both employee-related coverage (e.g., Hospital & Surgical, Group Personal Accident, Group Term Life, Work Injury Compensation, Corporate Travel, etc.) and non-employee-related coverage (e.g., Fire, Fidelity, Public Liability, Product Liability, Directors & Officers Liability, etc.).
3. Responsible for payroll administration, including coordination with outsourced payroll vendors for monthly and ad-hoc payroll processing (e.g., shift allowances, overtime, etc.), year-end reporting to IRAS, and salary disbursement via bank transactions. Manage the submission of reports, surveys, and statistical data to MOM, the Department of Statistics, and other relevant authorities.
4. Provide expatriate management support, including Employment Pass (EP), S Pass and Dependant Pass (DP) processing, housing arrangements, school enrollment assistance, income tax matters, and related services.
5. Oversee e-Leave management, administration and other leave-related matters. Manage year-end e-Leave closure. Process and submit applications for childcare, maternity, and paternity leave to relevant authorities.
6. Coordinate the onboarding process for new employees, including submitting IT requests for laptops, mobile phones, and other necessary equipment. Manage the clearance procedures for departing staff to ensure a smooth transition.
7. Maintain and organize personnel files for all new hires, ensuring accurate documentation and a structured filing system. Input new employee details into SuccessFactors.
8. Track employees due for confirmation and prepare relevant letters, including confirmation, promotion, transfer, and resignation acceptance letters. Ensure updates are accurately recorded in SuccessFactors.
9. Maintain accurate records of training courses and programs, including processing training grant applications.
10. Event Management - oversee the planning and execution of major corporate events, including the annual kickoff and company trip. Coordinate corporate training programs.
11. Managing the application, renewal, and cancellation processes for foreign hires, including Employment Pass (EP), S Pass, Work Permit, Training Pass, Dependent Pass, and other related passes.
12. Handle ad-hoc projects given by management from time to time.

Job Requirements:

• Minimum Diploma / Degree in Business Studies / Administration or equivalent with 3 - 5 yrs work experience
• Strong knowledge in employment law, payroll management, and income tax.
• Excellent verbal and written communication and interpersonal skills.
• Proficient in HRIS software (SuccessFactors and BIPO).
• Strong organizational skills with a proven ability to execute tasks efficiently, collaborate effectively with others, and thrive in a fast-paced environment.