HR & Administrative Assistant (Jurong)

JSIT for WST (Wholesale Trade) by Singapore Business Federation (SBF); Singapore; On-site; SGD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dynamic HR professional to join their team. This role encompasses a wide range of responsibilities, including managing the recruitment process, overseeing payroll, and ensuring compliance with government regulations. The ideal candidate will have a strong background in human resources, with experience in performance evaluations and training coordination. This is a fantastic opportunity to contribute to a forward-thinking organization that values employee engagement and development. If you are passionate about HR and looking to make a meaningful impact, this position is for you.

Qualifications

• 2-4 years of relevant experience in HR functions.
• Proficient in managing recruitment and payroll processes.

Responsibilities

• Execute recruitment processes and manage employee records efficiently.
• Coordinate payroll, performance evaluations, and training programs.

Skills

Recruitment Process Management

Payroll Processing

Employee Records Management

Government Compliance

Training Coordination

Performance Evaluation

Education

NITEC

Diploma

Tools

Infotech System

Job description

Responsibilities:

Human Resource

1. Execute recruitment process effectively and efficiently according to company standards: posting job adverts on JobStreets, MyCareerFuture, and Chinese Newspapers (if applicable).
2. Arrange candidate interviews, prepare employment letters for successful candidates, conduct onboarding orientation, and manage offboarding for resigned employees.
3. Purchase yearly job posting credits with JobStreets and monitor credit deductions.
4. Maintain employee records systematically, including correspondence, increments, warning letters, transfers, and resignations.
5. Handle work pass applications, renewals, issuance, and cancellations for foreign employees (WP, SP, EP, LTVP).
6. Follow up on exit clearance forms, complete offboarding processes including payroll calculations, submit IR21 tax clearances for foreigners, and cancel passes.
7. Coordinate with third parties on staff recruitment and salary packages.
8. Manage and process monthly payroll, leave, claims, attendance, and appraisals via Infotech system.
9. Process incentives and overtime, upload payroll for payouts on the 15th and month-end.
10. Generate CPF contributions and submit to CPF Board.
11. Prepare month-end reports for Finance and Sales departments.
12. Generate IR8A for employees and IR21 for foreign employees for clearance purposes.
13. Submit Director Fee S45 twice yearly to IRAS, in accordance with finance advice.
14. Assist with annual payroll audits.
15. Handle payroll for part-timers involved in warehouse activities and online events.
16. Collaborate with managers on employee confirmations, increments, and promotions.
17. Issue re-employment letters annually to employees over 63 years old.
18. Assist in issuing yearly contracts to all RO (P&G).
19. Prepare annual increment proposals for CEO approval, including departmental and RO-specific increments.
20. Coordinate with insurance vendors for annual renewals and claims for GH&S, outpatient, WICA, and Directors' family insurance.
21. Ensure and update company policies regularly.

Performance Evaluation

1. Ensure the annual performance dialogue process is in place and key objectives are completed by September.
2. Conduct performance reviews with managers every six months.

Government Authorities

1. Handle government surveys and compliance requirements, e.g., MOM Quarterly Labour Market Survey.
2. Coordinate submissions for NS claims, ML, CCL claims, and other grants.

Training

1. Coordinate training programs, such as WSQ-Operate Forklift courses for warehouse staff.
2. Arrange training venues and process invoices for payments.

Administrative Support

1. Manage email invitations for monthly and quarterly meetings, prepare minutes, and distribute to attendees.
2. Update employee details with Prudential, including claims and insurance status.
3. Coordinate office activities, including offsite and staff engagement events.
4. Renew SFA Certification and NEA Packaging Reports annually.
5. Arrange gifts for newborns, new shop openings, and condolences.
6. Handle building management communications, fire drills, and warehouse activities to ensure compliance.
7. Maintain office supplies, stationery, and office cleanliness.
8. Cover Sales Admin duties during absence, including handling customer inquiries and document processing.
9. Manage incoming/outgoing mail at Tuas warehouse and clear the letterbox twice weekly.
10. Maintain CEO’s office cleanliness and organize year-end office events.

Requirement:

NITEC or Diploma

2-4 years of relevant experience