HR & Admin Coordinator

Confidential; Singapore; Hybrid; SGD 40,000 - 58,000; Full time

Job summary

Confidential in Singapore seeks an HR & Admin Coordinator to support day-to-day administration and HR operations across Singapore, Malaysia and Indonesia.

The role focuses on administration, HR operations, payroll coordination, recruitment support and project security clearance administration. You will work with the HR & Admin Executive to ensure records are accurate and timelines met.

Qualifications

• Diploma or degree in Business Administration, Human Resources or related field.
• 1–3 years of experience in administration or HR operations.
• Payroll experience in at least one country is preferred; multi-country exposure is a plus.
• Proficient in Microsoft Excel with strong numerical accuracy and attention to detail.
• Able to handle confidential information with discretion and professionalism.

Responsibilities

• Coordinate day-to-day office administration, facilities, vendors and supplies.
• Support HR operations, employee records, onboarding/offboarding and HR documentation.
• Assist regional payroll processing across Singapore, Malaysia and Indonesia.
• Coordinate security clearance applications and retention of related documents.
• Support recruitment activities, postings and interview logistics.

Skills

Communication

MS Excel

Organisational skills

Time management

Attention to detail

Multitasking

Dealing with confidential information

Education

Diploma or degree in Business Administration / HR

Tools

MS Office Suite

Job description

We are a cybersecurity consulting firm specialising in cybersecurity and related digital trust solutions. We work with organisations across various industries to help them address security challenges, strengthen their risk management practices and navigate an evolving digital landscape.

About the Role

We are looking for a proactive, organized and detail-oriented HR & Administration Coordinator to support the day-to-day administrative and HR operations of the company across Singapore, Malaysia and Indonesia.

The role focuses on general administration, HR operations, regional payroll coordination, recruitment support and project security clearance administration. The successful candidate will work closely with the HR & Admin Executive and relevant stakeholders to ensure that administrative matters are handled efficiently, employee records are maintained accurately and operational requirements are completed within established timelines.

Key Responsibilities

1. Administration & Office Operations

• Coordinate day-to-day office administration, facilities arrangements, vendor liaison and office supplies.
• Manage office logistics, company events, meetings and other administrative arrangements.
• Carry out administrative errands and attend to in-person matters when required, such as bank visits for account verification, document submission or collection, and other official administrative transactions.
• Maintain organized administrative records, contracts, asset registers and filing systems.
• Follow up on outstanding administrative matters and coordinate with relevant stakeholders to ensure timely completion.

2. HR Operations & Employee Administration

• Maintain employee records, HR documentation and information in HR systems.
• Coordinate onboarding and offboarding arrangements, including documentation, checklists and system updates.
• Assist with employment documentation, leave administration, claims processing and attendance records.
• Respond to routine employee queries and support the implementation of HR policies and procedures.
• Maintain HR trackers and assist with routine HR reporting and internal communications.

3. Regional Payroll Administration

• Assist with monthly payroll processing across Singapore, Malaysia and Indonesia.
• Consolidate and verify payroll inputs, including new hires, resignations, salary adjustments, unpaid leave and other approved payments or deductions.
• Perform preliminary payroll checks and reconciliations, and coordinate with Finance or external payroll providers where applicable.
• Support country-specific statutory contributions, tax reporting and payroll documentation.
• Progressively take ownership of routine regional payroll processing following appropriate training and subject to established review and approval procedures.
• Maintain accurate payroll records and uphold strict confidentiality of employee compensation and personal information.

4. Project Security Clearance Administration

• Coordinate security clearance applications, renewals and supporting documentation for personnel assigned to client and government projects.
• Liaise with employees, project stakeholders and relevant authorities or agencies regarding clearance requirements and application status.
• Track clearance submissions, approvals and expiry dates to ensure requirements are met within stipulated timelines.
• Maintain accurate and confidential records of personnel security clearances and supporting documents.
• Follow up on outstanding applications and documentation, escalating delays or issues to the HR & Admin Executive.

5. Recruitment Coordination

• Coordinate job postings, candidate communications and interview arrangements.
• Maintain candidate records and follow up with hiring managers on interview feedback and next steps.
• Assist with recruitment documentation, career fairs and other talent acquisition activities.

Requirements

• Diploma or degree in Business Administration, Human Resources or a related discipline.
• Approximately 1–3 years of relevant experience in administration, HR operations or a similar role.
• Payroll experience in at least one country is preferred; exposure to multi-country payroll is an advantage.
• Proficient in Microsoft Office, particularly Excel, with good numerical accuracy and attention to detail.
• Strong organisational, communication and follow-up skills.
• Able to manage multiple priorities and handle confidential information with discretion.
• A proactive and dependable team player who can work independently on routine matters and escalating issues appropriately.

Preferred Attributes

• Comfortable coordinating with stakeholders across different countries and managing multiple administrative deadlines.
• Willingness to learn country-specific payroll procedures and progressively take on regional payroll responsibilities.