HR & Admin Executive

JOB SUMMARY The HR & Administration Executive is responsible for supporting the effective delivery of day-to-day Human Resource operations across the employee lifecycle, with primary responsibilities in recruitment, onboarding and offboarding, HR administration, HRMS, training coordination and employee records. The role also provides operational support in payroll and benefits administration, performance management, employee engagement, HR compliance, ISO and audit-related matters. The incumbent is expected to manage assigned responsibilities independently within established policies and authority limits, maintain a high level of confidentiality and accuracy, and work closely with employees, line managers and internal stakeholders to support an effective and professional HR function. DUTIES/RESPONSIBILITIES/ ACCOUNTABILITIES Responsibilities Talent Acquisition & Employee Lifecycle: Manage end-to-end recruitment activities for assigned vacancies, from approved manpower requisition through sourcing, screening, interview coordination, selection and offer administration. Ensure all required manpower and management approvals are obtained before any employment commitment or offer is communicated to candidates. Work closely with hiring managers to understand manpower requirements, candidate profiles and recruitment timelines. Prepare and publish job advertisements and identify appropriate recruitment channels. Screen applications, conduct preliminary interviews and coordinate interviews with hiring managers. Liaise with recruitment agencies and other recruitment partners where required. Maintain recruitment records and provide timely recruitment status updates to relevant stakeholders. Coordinate the onboarding process, including employment documentation, orientation and necessary internal arrangements. Monitor probation periods and coordinate confirmation reviews. Administer employee movements including transfers, promotions, redesignations and other employment changes. Coordinate resignation clearance and offboarding requirements. Conduct exit interviews and consolidate relevant feedback for management review. HR Operations & HRMS: Maintain accurate and up-to-date employee information and records in the HR Management System. Prepare employment-related correspondence including appointment, confirmation, promotion, transfer, redesignation and salary adjustment letters. Maintain personnel files and HR records in accordance with confidentiality, internal control and Personal Data Protection requirements. Generate regular and ad-hoc HR reports for management review. Coordinate employee work pass applications, renewals, cancellations and other related matters where applicable. Support HRMS enhancements, user testing and implementation of HR digitalisation initiatives. Review existing HR workflows and identify opportunities to improve efficiency, accuracy and employee experience. Maintain organisation charts, employee directories and other HR-related records as required. Manage work pass applications, renewals, cancellations and updates, ensuring compliance with relevant regulatory requirements. Payroll, Compensation & Benefits Support: Support the preparation and verification of monthly payroll to ensure timely and accurate processing. Maintain payroll-related information including salary, allowances, overtime, benefits and other payroll inputs. Support statutory submissions including CPF, IR8A, IR21, government-paid leave, National Service claims and other applicable submissions. Administer employee insurance, medical benefits and related claims. Support annual salary review, variable bonus and other compensation administration exercises as directed by the HR Manager. Maintain accurate records relating to employee compensation and benefits. Provide payroll backup support within the HR team to support operational continuity. Performance, Training & Employee Development Support: Coordinate probation, mid-year and annual performance review exercises. Maintain performance review records and follow up on required submissions and agreed actions. Coordinate training requests, registrations, attendance records and post-training evaluations. Maintain accurate employee training and competency records. Administer applicable government training grants and funding applications. Coordinate required occupational, medical and industry-related examinations, certifications and renewals. Support annual health screening and other employee development or wellness programmes. Provide administrative support for employee development and succession planning initiatives where assigned. Employee Engagement & Culture: Support the planning and implementation of employee engagement, recognition, wellness and organisational culture initiatives. Coordinate employee activities and programmes together with HR colleagues and relevant stakeholders. Monitor employee participation and gather feedback to support continuous improvement of HR programmes. Support internal HR communications and initiatives that promote employee engagement, collaboration and organisational values. Contribute ideas and recommendations to continuously enhance the employee experience. HR Compliance, ISO & Audit Support: Ensure assigned HR activities are carried out in accordance with Company policies, procedures, approval authorities and established internal controls. Support compliance with applicable Singapore employment legislation and statutory requirements, including MOM, CPF,IRAS and PDPA requirements. Maintain HR policies, procedures, work instructions and controlled documents as assigned. Maintain complete and accurate HR documentation required for internal controls, statutory compliance and audit purposes. Support HR-related requirements under the Company's ISO 9001 and ISO 45001 management systems, including competency, training, awareness and relevant documented information. Prepare and provide HR records and supporting documentation for interna…