JOB SUMMARY
We are seeking an HR Administrator to join our team, responsible for managing various HR and administrative functions. The role includes overseeing internal recruitment, onboarding, and offboarding processes, maintaining HR records, and ensuring compliance with HR policies and regulations. You will also handle work pass applications, staff claims, and payroll while coordinating training and development opportunities. Additionally, the role involves supporting office operations, managing vendor relationships, generating invoices, and serving as the first line of IT support.
This position starts in December 2024 or January 2025.
KEY RESPONSIBILITIES
HR Administration
- Manage internal recruitment and selection, including writing of job descriptions, sourcing, scheduling and conducting of interviews, shortlisting and follow up with candidates to secure a talent pipeline.
- Manage and expand various sourcing channels such as Company Website, LinkedIn, Social Media, MyCareersFuture, InternSG, tertiary institution portals etc.
- Carry out employee onboarding, orientation and offboarding processes.
- Draft staff contract documents and other related certifications and consent letters.
- Maintenance of HR files, policy review and timely updating of employee handbook, leave, invoice, company JDs, office data templates, recruitment templates etc.
- Administer staff leaves, process staff claims, payroll, insurance activation, prepare quarterly EA reports, perform work pass applications, license renewals, personnel registration and deregistration.
- Conduct research on current market and government initiatives and schemes.
- Liaise with relevant agencies and stakeholders including MOM, MTI, Enterprise Singapore, WSG, E2i, IRAS, CPF, TAFEP, tertiary education institutions, banks, insurance agent etc. to gather information and insights for the efficient management of respective business activities and transactions.
- Keep abreast of HR laws and regulations, and monitor company policy and procedures to fulfill legal obligations.
- Source for staff training and development opportunities, and coordinate existing internal and external trainings.
- Develop in-house training materials and guide staff on practices as necessary.
- Assist Director in overseeing staff performance management and compliance.
- Handle staff requests, enquiries, grievances and ensure staff welfare is taken care of.
- Organise and plan all staff meetings and events.
- Drive and preserve positive organizational culture.
- Support Director in implementation of strategic change management efforts.
Office & Systems Management
- Engage relevant vendors such as IT services, etc. to facilitate smooth operations and upkeep optimal work environment.
- Generate invoices and dispatch to clientele on a timely basis.
- Serve as first line of IT support.
- Track and ensure integrity of company server and database is safeguarded, with regular uploading of client, candidate and job data records.
- Assist in creation of new client and candidate contact forms.
Others
- Assist in preparation of Candidate Reports on an ad-hoc basis.
- Control formatting and posting of all client roles into database and company website.
- Manage ongoing office projects and spearhead new solutions or improvements where necessary.
- In the absence of the Director and Consultants, to liaise with clients and candidates in critical roles as directed.
- Any other ad-hoc duties as required.
REQUIREMENTS
- 1-2 years of experience in HR functions, preferably within the recruitment industry.
- Solid understanding of HR policies and MOM regulations.
- Experience or knowledge in handling and applying for Work Passes (e.g., Employment Pass, S Pass, Work Permits).
- Proficiency in Microsoft Word, Excel, and PDF editing tools.
- Comfortable using Google Drive for file management and collaboration.
- Adaptable, with the ability to manage deadlines effectively.
- Proactive, independent, people-oriented, and detail-focused.
- Strong planning and organizational skills, with the ability to manage multiple tasks and projects concurrently.
- Excellent interpersonal skills for engaging with stakeholders at all levels.
- Strong judgment and decision-making skills, with the ability to assess data and make well-informed recommendations.
- Availability to start in December 2024 or January 2025.
