HR & Admin Executive

Company Overview

The client is a leading seafood distributor in Singapore specializing in seafood processing, product packaging, and cold chain integration.

Job Summary

We are looking for a responsible and hands-on HR & Admin Executive to support the full spectrum of human resource and administrative functions in a seafood processing and manufacturing environment. The successful candidate will assist management in recruitment, employee records, work pass administration, attendance, leave, payroll support, HR documentation, and general office administration. This role is suitable for a candidate who is meticulous, confidential, disciplined, and able to work independently in a fast-paced SME operational environment.

Responsibilities

• Manage comprehensive HR administration including maintaining accurate employee records, staff files, and employment-related correspondence to ensure compliance and accessibility
• Prepare and issue employment contracts, appointment letters, confirmation letters, warning letters, resignation acceptance letters, and other HR documents to support workforce management
• Maintain precise attendance, leave, medical leave, lateness, absenteeism, overtime, and staff movement records to facilitate payroll and compliance
• Coordinate onboarding and offboarding processes including staff orientation, exit clearance, and documentation to ensure smooth transitions
• Post job advertisements, screen applicants, arrange interviews, and coordinate recruitment activities to attract qualified candidates
• Maintain detailed interview records and assist management in candidate assessment and hiring follow-up to support fair and consistent recruitment
• Assist in verifying attendance, leave, overtime, allowances, deductions, and payroll data before submission to ensure payroll accuracy
• Liaise with the accounts department to coordinate payroll-related information and maintain proper payroll documentation
• Support work pass administration including Work Permit, S Pass, Employment Pass applications, renewals, medical examinations, and related documentation to ensure regulatory compliance
• Track work pass expiry dates and renewals to prevent lapses and maintain workforce legality
• Assist management with employee communication, grievance handling, disciplinary documentation, resignation, termination, and employment-related enquiries while maintaining confidentiality
• Support documentation for HR compliance, staff matters, and employment disputes to uphold company policies and legal requirements
• Manage general office administration including filing, forms, staff records, supplies, uniforms, and insurance records to maintain operational efficiency
• Support management with reports, notices, internal communication, and other administrative tasks to facilitate smooth office operations

Required competencies and certifications

• Diploma or Degree in Human Resource Management, Business Administration, Management, or related discipline
• Minimum 2 to 4 years of relevant HR and administrative experience
• Knowledge of Singapore Employment Act, CPF, MOM work pass matters, leave administration, payroll support, and HR documentation
• Proficiency in Microsoft Office, especially Excel, Word, and Outlook
• Strong written and spoken English communication skills
• Ability to work independently and follow through on assigned responsibilities
• Meticulous, organised, confidential, responsible, and hands-on work approach

Preferred competencies and qualifications

• Experience in SME, manufacturing, food processing, logistics, F&B, or operational environment
• IHRP certification or HR-related training

Other Information

Leave and Benefits

• Annual leave
• Medical leave
• Public holidays
• Statutory benefits in accordance with Singapore employment regulations
• Salary commensurate with experience and suitability