HR & Admin Executive

Scigen; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading HR solutions provider in Singapore is seeking an experienced Office Administrator to support HR and administrative functions. Responsibilities include managing office operations, coordinating onboarding, and supporting IT needs. Candidates should possess a diploma in HR or Business Administration and have 3–5 years of relevant experience. Proficiency in both English and Mandarin is required for liaising with regional teams.

Qualifications

• 3–5 years of relevant experience in office administration and HR.
• Knowledge of HR practices and statutory requirements like CPF and IRAS.
• Proficiency in both English and Mandarin required.

Responsibilities

• Oversee day-to-day office operations and manage vendor communications.
• Coordinate the full onboarding and offboarding processes.
• Manage front desk duties and ensure adherence to security protocols.
• Assist in preparing monthly payroll across various Asia Pacific countries.

Skills

Organizational skills

Communication skills

Interpersonal skills

Discretion

Education

Diploma/Degree in Human Resources or Business Administration

Tools

Microsoft Office

HR/payroll systems

Job description

Job Summary

To support the day-to-day operations of the Regional HR and Administration functions. This role encompasses responsibilities across Office Administration, Reception, Human Resources, IT Coordination, and Secretarial support to senior management.

Duties and responsibilities:

Office Administration & Secretarial Support to Senior Management

· Oversee day-to-day office operations, including the procurement and replenishment of office and pantry supplies, equipment maintenance, and general upkeep.

· Liaise with building management and external vendors for facility maintenance, repairs, and service contracts.

· Maintain well-organized physical and digital filing systems for administrative and HR documentation.

· Ensure compliance with office policies, procedures, and relevant regulatory requirements.

· Coordinate access control and security measures, including office key management and annual fire drills.

· Manage administrative tasks such as business license renewals, insurance matters, and vendor communications.

· Arrange hotel bookings and provide logistical support for internal and external guests.

· Assist in planning and coordinating company events, staff meetings, meals arrangement and employee welfare activities

· Review, verify, and reconcile vendor invoices for approval, before submitting to Finance for payment processing.

· Provide secretarial and administrative support to senior management, including management from China, such as booking air tickets and hotels, scheduling meetings, ordering meals and coordinating travel arrangements

Reception

· Manage front desk duties, including greeting visitors, handling general enquiries, and professionally answering incoming calls.

· Receive, sort, and distribute incoming mail and courier packages; arrange outgoing shipments as required.

· Maintain visitor records and ensure proper adherence to security and access control protocols.

· Oversee issuance of access cards, and manage office key and phone line assignments.

· Ensure the reception area is clean, organized, and welcoming at all times.

Human Resource

· Manage and coordinate the full onboarding and offboarding processes, including new hire orientation, system setup, and exit clearance.

· Prepare and manage HR documentation, including employment contracts, confirmation letters, employment certificates, internal memos, and other related documents.

· Assist in the rollout of employee engagement initiatives, training programs, and talent development activities.

· Handle work pass and visa matters, including applications, renewals, and coordination with relevant authorities.

· Assist the Senior Executive in preparing monthly payroll across various Asia Pacific countries, ensuring accuracy and compliance with local statutory requirements.

· Support the maintenance of accurate and up-to-date employee records, HR databases, and leave and attendance tracking systems.

· Generate HR reports and provide support in general HR administrative functions as required.

IT Coordination

· Coordinate the issuance and return of laptops and IT equipment for new hires and departing staff.

· Work closely with external IT vendors and the internal IT team (based in China) to resolve technical issues efficiently.

· Assist and work with IT team with basic IT setup, such as creating email accounts, granting software access, and managing shared drive permissions.

· Maintain up-to-date inventory records of company-issued IT equipment and assets.

· Manage copier leasing agreements, including renewals and vendor coordination.

· Assign and maintain office phone line records for employees.

Other Responsibilities

· Prepare HR, administrative, and IT-related reports for internal tracking, reporting, and audit purposes.

· Support internal and external audits by ensuring compliance with company policies and legal/regulatory requirements.

· Undertake any other ad-hoc tasks, projects, or assignments as directed.

Requirements:

· Diploma/Degree in Human Resources, Business Administration, or related field.

· 3–5 years of relevant experience in office administration and HR, preferably with regional exposure.

· Knowledge of HR practices and statutory requirements (e.g., CPF, IRAS, MOM).

· Proficient in Microsoft Office; familiarity with HR/payroll systems and basic IT coordination.

· Strong organizational, communication, and interpersonal skills.

· Able to handle confidential matters with discretion and work independently.

· Proficiency in both English and Mandarin is required to liaise with regional teams and China-based stakeholders.