HR and Admin Assistant

Job Summary

We are seeking a responsible and detail-oriented HR & Admin Assistant to support the Human Resources department in daily administrative operations. The successful candidate will assist with employee records, work pass administration, recruitment coordination, training administration, payroll preparation and general office administration.

This role is ideal for candidates who are organised, willing to learn and interested in building a career in Human Resources.

Key Responsibilities

Human Resources Administration

• Maintain and update employee personnel files and HR records.
• Prepare employment-related letters and HR documents.
• Monitor employee probation, contract renewals and work pass expiry dates.
• Assist in onboarding and offboarding processes.
• Maintain leave, medical leave and attendance records.
• Prepare HR reports and update HR trackers.

Work Pass Administration

• Prepare documents for Work Permit, S Pass and Employment Pass applications, renewals and cancellations.
• Coordinate medical examinations, issuance appointments and fingerprint appointments.
• Liaise with employees, government agencies and appointed vendors regarding work pass matters.
• Ensure all work pass records are properly maintained.

Recruitment Support

• Schedule interviews and coordinate with candidates.
• Prepare interview arrangements and onboarding documentation.
• Assist in posting job advertisements and screening resumes.

Payroll Support

• Collect attendance and overtime records.
• Verify allowances and payroll-related information.
• Assist in monthly payroll preparation.

Training Administration

• Register employees for training courses.
• Maintain training records and monitor certificate validity.
• Prepare training-related documentation and funding submissions where applicable.

General Administration

• Maintain office filing systems.
• Order uniforms and pantry supplies.
• Assist with general administrative duties assigned by the HR Department.
• Support company events and employee engagement activities.

Requirements

• Diploma, Higher NITEC or equivalent qualification.
• 1–2 years of HR or administrative experience preferred.
• Fresh graduates with a positive attitude are welcome to apply.
• Proficient in Microsoft Office (Excel, Word and Outlook).
• Good communication and interpersonal skills.
• Organised, meticulous and able to handle confidential information.
• Able to work independently and manage multiple tasks.

Preferred Experience

• Experience in the construction industry is an advantage.
• Knowledge of MOM work pass processes is an advantage.
• Familiarity with payroll or attendance administration will be beneficial.
• Must have experience in using HR systems

What We Offer

• Opportunities to learn and grow in Human Resources.
• Friendly and supportive working environment.
• Exposure to various HR functions.