HR Admin Assistant

BIPO; Singapore; On-site; SGD 33,000 - 47,000; Full time

Job summary

BIPO in Singapore is seeking an HR Staffing Support professional to handle work pass administration, onboarding, and lifecycle processes. You will coordinate with internal stakeholders, maintain records, and ensure timely completion of tasks while handling confidential information with discretion.

The role requires a Diploma or equivalent in HR or related field, and proficiency in English and Mandarin with strong communication and organizational skills.

Qualifications

• Diploma or equivalent qualification, preferably in HR, Business Administration or related field.
• Prior experience in HR administration, Staffing or HR operations preferred.
• Experience in Singapore work pass administration is highly preferred.
• Proficient in English and Mandarin, with good written and verbal communication skills.
• Strong attention to detail and accuracy in handling employee information and documentation.
• Good organizational, coordination and follow-up skills.
• Able to manage multiple cases and deadlines independently.
• Proficient in Microsoft Office, particularly Excel.
• Good communication skills and able to work effectively with employees and internal stakeholders.
• Able to handle confidential employee information with discretion.

Responsibilities

• Provide Work Pass Administration support including applications, renewals and cancellations.
• Verify and organize documents required for work pass submissions.
• Track application status, expiry dates and deadlines.
• Follow up with employees and stakeholders for timely completion.
• Maintain accurate work pass records and trackers.
• Assist onboarding: collect documents, coordinate with stakeholders, update HR systems.
• Support offboarding: clearance, assets return and records maintenance.
• Monitor contract expiry dates and coordinate renewals.
• Support HR data maintenance, reporting and ad hoc projects.

Skills

Attention to detail

Communication

Organization

Multitasking

Bilingual English/ Mandarin

Education

Diploma or equivalent qualification (HR / Business Admin)

Tools

MS Excel

Microsoft Office

HRIS systems

Job description

Provide operational and administrative support to the HR Staffing team, primarily covering work pass administration and employee lifecycle processes.

2. Scope of Services

A. Work Pass Administration

Support work pass application, renewal and cancellation processes.

Prepare, verify and organize documents required for work pass submissions.

Track application status, work pass expiry dates and related deadlines.

Follow up with employees and relevant stakeholders to ensure timely completion.

Maintain accurate work pass records and trackers.

B. Employee Onboarding

Support pre-employment and onboarding administrative processes for new hires.

Collect and verify required employee documents and information.

Coordinate onboarding arrangements with relevant internal stakeholders.

Update employee information and records in the relevant HR systems.

C. Employee Offboarding

Support resignation and termination administration and employee clearance processes.

Follow up on required documentation, clearance and return of company assets.

Ensure employee records are updated and properly maintained upon separation.

D. Contract Renewal

Monitor employment contract expiry dates.

Coordinate contract renewal documentation and follow up with employees and relevant stakeholders.

Maintain contract records and renewal trackers.

E. Other HR / Staffing Support

Support employee data maintenance and HR administrative activities.

Prepare reports, trackers and other HR documentation.

Assist with other employee lifecycle processes and Staffing-related activities.

Support ad hoc HR projects and administrative tasks as assigned.

3. Candidate Profile

Diploma or equivalent qualification, preferably in HR, Business Administration or a related field.

Prior experience in HR administration, Staffing or HR operations preferred.

Experience in Singapore work pass administration is highly preferred.

Proficient in both English and Mandarin, with good written and verbal communication skills.

Strong attention to detail and accuracy in handling employee information and documentation.

Good organizational, coordination and follow-up skills.

Able to manage multiple cases and deadlines independently.

Proficient in Microsoft Office, particularly Excel.

Good communication skills and able to work effectively with employees and internal stakeholders.

Able to handle confidential employee information with discretion.