Job Description

Main Areas of Responsibility

HR Administration

• Administer HR related documentation, such as employment contracts, confirmation letters, promotion letters, extension of probation, visa applications, certifications
• Update stamping for new employment letters via LHDN portal
• Prepare and keep up-to-date employee P-files for all employees in Singapore; collate and keep up-to-date P-files for all employees in Asia Pacific (original contracts in employment country but copy in Singapore).
• Super user and main point of contact for HRIS for Asia Pacific. Input and update data in a timely manner into Workday – HR Information System by gathering data from APAC region
• Prepare requisitions for new employee & onboarding
• Provide support for Payroll admin such as TP3 form, update of information in WD
• First of contact for employee work pass applications and renewals. Ensure work pass data is kept updated
• Work with appointed agency to process the work pass applications
• Prepare and maintain ad hoc reports and queries
• Compose and distribute routine written correspondence from HR
• Compose and distribute routine written correspondence from HR
• Distribute routine communication emails via HR Mailbox
• Maintain HR calendar, administrative forms and manuals
• Arrange for GB values training for new employees and any other training for employees
• Provide clerical and administration support to HR Department

Office Management

• Responsible for maintaining the office needs and acting as Office Manager
• Ensure lease terms are maintained and premise is kept clean
• Work closely with building management
• Collect, sort and distribute incoming correspondences
• Corporate phone registration and termination contract
• Updating DBKL premise license annually
• Assign new hire locker key and collect the return key upon resignation
• Liaising with IT for laptop readiness for employees onboard
• Prepare access card for new hires and return access card for resignation
• Liaising with vendors for office upkeep –
  • Daily cleaning service
  • Monthly grease trap service
  • Quarterly air-conditioning service
  • Quarterly water dispenser service (Coway)
  • Bi-annual water dispenser service (Wells)
• Other duties as assigned

Working Relationship With

All employees, HR Team and various HR related vendors

Background And Education

• Minimum of education is Diploma in Human Resources or Administration or equivalent
• Organizational skills and ability to Prioritize
• Proactive, professional and confident with high Integrity and trust
• Independent, goal-oriented and self-motivating personality
• Fluent in English (verbal/written) and preferably able to speak one or more Asian language
• Be prepared to travel regionally, and willing to work outside office hours

Professional Experience

• Minimum 3 years of experience in Human Resource Administration preferred but not necessary
• Proficiency in IT skills, particularly Microsoft office
• Past working experience within an international/multicultural environment is an added advantage
• Knowledge of HRIS an added advantage