Administrative Assistant

RAPISCAN SYSTEMS PTE. LTD.; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

A dynamic technology company in Singapore is seeking an HR/Admin Assistant to oversee daily HR operations and support the recruitment lifecycle. The ideal candidate will manage employee records and assist with onboarding, while contributing to a vibrant team culture. Excellent communication and multi-tasking abilities are essential, along with a degree in Human Resources or a related field.

Qualifications

• Minimum 1-2 years of working experience in related field.
• Proficient in managing shifting priorities and multiple stakeholders.
• Aptitude for building and maintaining relationships at all levels.

Responsibilities

• Support the recruitment lifecycle including sourcing and onboarding.
• Maintain and update employee records in HR systems.
• Prepare HR-related documents and correspondence.

Skills

Outstanding interpersonal skills

Excellent communication skills

Strong ability to manage priorities

Detail-oriented

Self-motivated

Education

Bachelor’s degree in human resources or related field

Tools

MS Office Suite

EasyPay

ICIMS

SuccessFactors

SharePoint

Job description

Overview

We are seeking for an HR/Admin Assistant who will be responsible for the smooth execution of daily HR Operations. The ideal candidate is people-oriented, thrives in a fast-paced environment, and is excited to contribute to a growing and dynamic team.

Responsibilities

• Support the full recruitment lifecycle: understanding hiring needs, sourcing candidates, screening resume, coordinating interviews, and managing onboarding and offboarding processes.
• Maintain and update employee records in HR systems such as EPE/EasyPay, EC/SuccessFactors, and ICIMS.
• Prepare HR-related documents including employment certification letters, confirmation letters, and other official correspondence.
• Handle applications, renewals, cancellations of work passes and visas (e.g. entry visas, ABTC cards).
• Liaise with local authorities to ensure timely and accurate submissions.
• Coordinate with insurance brokers on new hires and leavers.
• Act as the point of contact for employee insurance-related queries.
• Assist in organizing and supporting company events such as monthly birthday celebrations, festive gatherings, and annual functions like D&D.
• Assist in implementing employee welfare and engagement initiatives.
• Liaise with building management and employees on office maintenance and facilities matters.
• Perform administrative tasks such as filing, scanning, document compilation and purchase requisitions/invoice processing.
• Provide ad-hoc support and administrative assistance as assigned by the Regional HR Manager.
• Uphold the company’s core values of Integrity, Innovation, Accountability, and Teamwork.
• Demonstrate behavior consistent with the company’s Code of Ethics and Conduct.
• It is the responsibility of every employee to report to their manager or a member of senior management any quality problems or defects in order for corrective action to be implemented and to avoid recurrence of the problem.
• Duties may be modified or assigned at any time to meet the needs of the business.

Qualifications

• Bachelor’s degree in human resources, Business Administration, or a related field desired.
• Minimum 1-2 years of working experience in related field.
• Strong ability to manage shifting priorities and multiple stakeholders.
• Demonstrated capability to build and maintain relationships across all levels of the organization.
• Able to work independently and collaboratively within a team.
• Self‑motivated with excellent interpersonal skills and cultural sensitivity.
• Detail-oriented, proactive, and accountable for delivering high‑quality work.
• Excellent communication skills, both written and verbal.
• Proficient in MS Office (Word, Excel, PowerPoint), MS Teams, and collaboration tools like SharePoint.
• Familiarity with EasyPay, ICIMS, or SuccessFactors desired.