This hybrid role will involve 50% HR-related tasks and 50% project coordination duties, ensuring smooth operations across both areas. Training will be provided
• HR Administration (50%): Assist with payroll verification, employee onboarding, maintaining HR records, benefits management, and policy implementation. Support recruitment efforts and ensure compliance with HR policies and labor laws.
• Project Coordination (50%): Oversee project timelines, coordinate with cross-functional teams, track deliverables, and ensure projects stay on schedule. Maintain project documentation, manage communications, and assist in resolving any issues.
1. Recruitment & Hiring
• Source candidates via recruitment agents and post job ads on platforms like Careers Future, JobStreet, and Express.
• Manage the recruitment process from start to finish, including screening resumes, coordinating interviews, and extending job offers.
• Handle the full onboarding process for new hires, including:
o Application of work permits, S Passes, and security bonds.
o PCP medical applications and MWOC bookings.
o Coordinating transportation for new arrivals and arranging dorm check-in.
o Processing and issuing Work Permit cards.
o Obtaining signatures for Non-Disclosure Non-Compete Agreements (NDNCA).
o Keeping all new hire statuses updated in the Airtable database.
o Update levy and PCP records in Airtable
2. Payroll Verification
• Verify payroll by reviewing workers’ job timings and photo proof in Airtable.
• Ensure all workers have bank accounts after their Work Permit (WP) is issued.
• Coordinate with finance to ensure accurate and timely payment of wages.
4. HR Policy and Compliance
• Update and maintain the Employee Handbook with new rules or policy changes as set by management.
• Disseminate handbook updates and other key information to employees via WhatsApp group chat.
• Adapt employment contracts for supervisors and office staff.
• Ensure compliance with employment laws and regulations.
• Manage personal protective equipment (PPE) records and company uniform distribution on Airtable.
5. Attendance and Record Keeping
• Manage daily attendance records in Airtable's deployment table, ensuring all job timings are updated.
Oversee the appointed Airtable admin to upload attendance proof from the group chat and track transport claims.
• Maintain and organize shared drive with up-to-date employee and worker information (e.g., IDs, certificates, resumes, bank account details).
• Ensure all personnel files are accurately stored and updated regularly.
6. Training & Development
• Coordinate training for workers as decided by the project manager.
• Source quotes from training providers, arrange payments, and inform workers of their training schedules.
• Prepare and issue co-share course letters, and update the status in Airtable.
7. Dormitory & Worker Welfare
• Manage dormitory check-ins and check-outs, submitting relevant forms to dorm operations.
• Ensure smooth transitions for workers' accommodations.
8. Insurance & Incident Reporting
• Serve as the point of contact for insurance policies, working with agents to renew or purchase policies as needed.
• Report incidents to MOM through iReport and work with the safety officer to gather and submit the necessary information to the insurance agent.
9. Airtable Management & Admin Support
• Ensure all processes and updates are reflected in Airtable for HR management, including worker onboarding, attendance, and training.
• Manage day-to-day updates in Airtable regarding workers’ deployments, onboarding, transfers, and terminations.
10. Government Grants & Compliance
• Liaise with appointed agents to facilitate government grant hiring processes.
• Maintain up-to-date knowledge of employment regulations and compliance requirements.
• Explore and suggest relevant government grants to help reduce company expenses.
• Stay up-to-date with current grant regulations and liaise with appointed agents for government grant hiring processes.
11. Administrative Work
• Maintain and organize shared drive, ensuring project-related documents are saved in structured folders.
• Share drive links with relevant parties as needed.
• Ensure that all passwords and sensitive information are stored securely and updated regularly in the shared drive.
12. Project Admin Coordination
• Coordinate to ensure any onsite admin documents are saved in shared drive with Project Managers.
• Provide administrative support, including saving and organizing project-related files in the shared drive.
• Assist with any ad-hoc administrative tasks as required.
Requirements:
• Proven experience in an HR role, preferably in a fast-paced or high-volume recruitment environment.
• Familiarity with MOM regulations, work permit applications, and related processes.
• Proficiency in MS Office, and document management in shared drives.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to handle confidential information with integrity.
