Administration, HR & Legal Executive

Pasona Singapore Pte. Ltd.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading administrative service provider in Singapore is seeking an experienced professional for an HR and Administration role. This position involves liaising with headquarters and external parties, managing payroll, and supporting employee onboarding. Candidates should have a diploma or bachelor's degree in relevant fields, along with 2-5 years of experience in administration or HR. Proficiency in English is essential, while Japanese language skills are a plus.

Qualifications

• 2–5 years of relevant experience in administration, HR, or general affairs.
• Basic understanding of employment regulations and HR administration.
• Experience liaising with government bodies such as MOM, CPF Board, or IRAS is preferred.

Responsibilities

• Liaise with headquarters, subsidiaries, and external parties for administrative operations.
• Manage internal communications and company meetings.
• Prepare payroll calculations and ensure compliance with CPF contributions.
• Support employee onboarding and offboarding procedures.

Skills

Strong organizational skills

Good communication skills in English

Detail-oriented

Proactive

Education

Diploma or Bachelor’s degree in Business Administration, Human Resources, Accounting

Job description

Job ID: 20058

• Location: Raffles Place
• Working hours: 9am - 5.30pm
• Salary: up to $4,500 (Depending on experiences)

Job Description

Administration, General Affairs & Legal Support

• Liaise with headquarters, subsidiaries, and external parties to ensure smooth administrative and corporate operations.
• Manage internal communications, including preparation of internal notification emails and coordination of company meetings and events.
• Coordinate courier services and communicate with building management regarding office events and required documentation.
• Support the preparation of corporate documents such as board resolutions related to executive changes, investments, and corporate actions, and liaise with the company secretary for finalization.
• Handle notarization and legalization processes for affiliated companies and corporate documents.
• Organize, maintain, and update corporate records, contracts, and safe box documents.
• Liaise with external service providers, including insurance companies, telecom providers, printers, property agencies, office owners, and interior contractors.
• Oversee office administration and maintenance, including coordination with cleaners, equipment repairs, pantry supplies, water delivery, and stationery.
• Manage keys, access cards, and office assets, including issuance and replacement for employees.
• Obtain vendor quotations, compare services, support price negotiations, and assist in finalizing vendor agreements.
• Perform other ad-hoc administrative and general affairs duties as assigned.

Human Resources

• Prepare monthly payroll calculations and ensure accurate data for salary payments and accounting entries.
• Handle salary payments and submit CPF contributions in compliance with statutory requirements.
• Liaise with CPF Board, MOM, IRAS, and other authorities on employment-related matters and regulatory compliance.
• Support employee onboarding and offboarding procedures, including documentation and system updates.
• Prepare employment contracts, offer letters, and other HR-related documents.
• Post job advertisements, coordinate with recruitment agencies, and respond to candidates’ inquiries.
• Manage employee leave records, medical claims verification, and HR data updates in internal systems.
• Monitor changes in labor laws and support updates to internal HR policies and procedures.

IT & Systems Support (Secondary)

• Act as the internal coordinator with external IT vendors for basic IT support matters.
• Assist in maintaining IT-related records such as PC, email, and mobile phone assignments.
• Support internal IT audits from headquarters by coordinating required information and documentation.

Job Requirement

• Diploma or Bachelor’s degree in Business Administration, Human Resources, Accounting, or a related field.
• 2–5 years of relevant experience in administration, HR, or general affairs.
• Basic understanding of employment regulations and HR administration.
• Experience liaising with government bodies such as MOM, CPF Board, or IRAS is preferred.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• High level of discretion and ability to handle confidential information.
• Good communication skills in English; Japanese language ability is an advantage to liaise with Japan HQ and other counterparts.
• Proactive, detail-oriented, and willing to take on broader responsibilities with growth potential.