Human Resource Specialist

Department: HR Reports To: Senior Corporate Development Officer Key Responsibilities • Support day-to-day HR and administrative operations across the employee lifecycle. • Assist with talent acquisition and recruitment activities. • Coordinate employee onboarding and offboarding processes. • Support payroll processing and ensure accurate and timely payroll administration. • Maintain and update employee records and HR documentation. • Handle work pass administration and related HR processes. • Coordinate training and development activities. • Administer employee benefits and related matters. • Support employee engagement activities and initiatives. • Ensure compliance with company policies and employment regulations. • Prepare and maintain HR reports and records. • Provide responsive HR support to employees and managers. • Ensure HR processes are accurate, timely, efficient, and well-organised. Duties and Responsibilities Talent Acquisition: • Support the end-to-end recruitment process, including job posting, applicant screening, interview coordination, reference checks and preparation of hiring documentation. • Assist in drafting, reviewing and updating job descriptions and job specifications. • Coordinate pre-employment documentation and follow up on recruitment approvals and hiring requirements with relevant stakeholders. • Maintain the recruitment tracker and applicant records, ensuring recruitment information is accurate and up to date. Training and Development: • Support the implementation of training plans based on identified business and employee development needs. • Organise and coordinate internal and external training programmes, workshops and seminars, including training logistics and materials. • Liaise with training providers and internal stakeholders and administer training-related documentation and claims, where applicable. • Maintain accurate training records, monitor attendance and support post-training evaluations to assess training effectiveness. HR Operations and Payroll: • Manage employee lifecycle administration, including new hires, probation confirmation, contract renewal, internal transfers, promotions, salary adjustments, resignations and terminations, ensuring documentation and system updates are completed accurately and on time. • Maintain accurate and up-to-date employee records, personnel files and HR system information, including personal particulars, attendance, leave and employment changes. • Coordinate employee onboarding, orientation and offboarding, including preparation, issuance and collection of the required documents and company items. • Handle the full monthly payroll process, including verification of attendance, overtime, allowances, deductions, leave and other payroll inputs to ensure accurate and timely salary payment. • Administer attendance, leave and overtime records and follow up with employees and Department Heads on discrepancies or outstanding approvals where required. • Administer employee benefits, including medical insurance, leave benefits, employee claims and other company benefits. • Handle Work Pass applications, renewals and cancellations, and maintain accurate foreign manpower, quota and pass-expiry records and trackers. • Monitor probation, contract and Work Pass expiry dates and coordinate the required reviews, renewals and documentation in a timely manner. • Prepare employment contracts and HR letters, including confirmation, promotion, transfer, salary adjustment and other employment-related correspondence. • Maintain organisation charts, employee listings, headcount information and manpower records, and prepare regular HR reports covering headcount, turnover, recruitment, leave, absenteeism, overtime and payroll information. • Support annual HR exercises such as performance appraisal, salary review, bonus administration and manpower budgeting by preparing employee data and documentation. • Respond to general employee enquiries relating to payroll, leave, benefits, policies and HR procedures, and escalate complex matters where appropriate. • Support HR process improvement, digitalisation and the responsible use of AI or automation tools to improve the efficiency and accuracy of routine HR processes. Employee Engagement and Company Events: • Plan, coordinate and organise company events and employee activities, including festive celebrations, anniversary dinners, team-bonding activities and other company-wide events. • Coordinate employee engagement initiatives, surveys and communication activities, and support follow-up actions arising from employee feedback. • Support employee recognition, welfare and staff activities, including coordination with vendors and internal stakeholders as required. Compliance and Governance: • Support internal and external audits and ensure that HR records and supporting documents are complete, accurate and readily available. • Support timely and accurate statutory submissions and maintain records required under applicable employment and regulatory requirements. • Administer and reinforce compliance with company policies, procedures and guidelines, including requirements issued by Head Office. • Support workplace health and safety administration, including safety communication, incident documentation and follow-up actions where required. • Maintain confidentiality of employee and payroll information and ensure appropriate handling of sensitive HR records. Administration: • Provide general HR and administrative support, including management of HR/office supplies, departmental correspondence and incoming enquiries. • Manage corporate uniforms, including vendor sourcing, ordering, printing, stock control and issuance to employees. • Coordinate HR and administrative vendors, quotations, purchase requests and invoice documentation for approved activities and services. • Assist in preparing HR reports, presentations, employee communications and correspondence. • Perform other HR and administrative du…