HR & Office Administrator

CTC GLOBAL PTE. LTD.; Singapore; On-site; SGD 42,000 - 58,000; Full time

Job summary

CTC Global Pte. Ltd. in Singapore is seeking a proactive HR & Office Administrator to support the day-to-day HR administration and office operations, including recruitment coordination, onboarding and offboarding, employee records, attendance administration and facilities coordination.

You will handle leave and attendance, HR documentation, Graduate Programme administration, vendor management and purchasing, and travel arrangements where applicable to maintain a well-organized workplace.

Qualifications

• Diploma or Bachelor's degree in Human Resources, Business Administration, Office Administration, or related field
• Minimum 2-3 years of HR/Office Administration or General Affairs experience
• Working knowledge of HR processes and Singapore employment practices; experience with HRIS/payroll/tools is an advantage

Responsibilities

• Coordinate day-to-day HR administration and office operations including recruitment coordination, onboarding and offboarding, employee records, and attendance administration.
• Support facilities coordination, vendor management and purchasing, travel arrangements where applicable.
• Prepare HR documentation, leave management, and assist with Graduate Programme administration and employee engagement activities.

Job description

We are seeking a proactive, organized and dependable HR & Office Administrator to join our team.

The HR & Office Administrator supports the day-to-day delivery of HR administration and office operations, including recruitment coordination, onboarding and offboarding, employee records, leave and attendance administration, HR documentation, Graduate Programme administration, facilities coordination, vendor management and purchasing.

Responsibilities

Office Administration

• Coordinate and support the day-to-day administrative operations of the office.
• Manage office supplies, stationery, pantry items and other administrative purchases.
• Maintain proper filing, documentation and administrative records.
• Prepare administrative reports, correspondence and other documentation as required.
• Coordinate courier services, deliveries and incoming/outgoing documents.
• Provide general administrative support to HR & General Affairs and other departments as required.
• Support workplace safety, security and emergency preparedness activities.
• Support implementation and maintenance of office procedures, policies and administrative controls.
• Coordinate access cards, office keys and other office security-related matters.
• Coordinate travel, accommodation or transportation arrangements where applicable.

HR Administration

• Support recruitment activities, including job postings, interview scheduling, candidate correspondence and preparation of recruitment documents.
• Coordinate employee onboarding and offboarding, including documentation, induction schedules, access arrangements, equipment handover and clearance formalities.
• Maintain accurate and confidential employee records, personnel files, HR databases and organizational information in accordance with company policies and applicable data-protection requirements.
• Administer leave, attendance, medical certificates and other employee records, and follow up on incomplete or outstanding documentation.
• Prepare employment letters, confirmations, contract renewals, HR reports and other employee-related correspondence for review and approval.
• Compile and verify monthly payroll inputs, employee changes, claims and supporting documents, and coordinate with Finance or the payroll provider as required.
• Support work pass applications, renewals, cancellations and other statutory or HR administrative submissions under the guidance of the HR team.
• Respond to routine employee queries and support training, employee engagement, welfare activities and HR projects as required.
• Coordinate and administer the company’s Graduate Programme, including onboarding, programme schedules, training arrangements and related activities.

Facilities & Office Management

• Ensure the office environment is clean, safe, organized and properly maintained.
• Coordinate office repairs, maintenance and preventive servicing.
• Liaise with building management, vendors, contractors and service providers.
• Monitor service agreements, maintenance schedules and administrative contracts.
• Support office renovation, relocation, workspace improvement and other facilities-related projects when required.
• Maintain accurate records of office furniture, equipment and other administrative assets.
• Conduct periodic inventory checks and update asset records accordingly.

Qualifications & Experience

• Diploma or bachelor's degree in human resources, Business Administration, Office Administration, Business Management or a related discipline.
• Minimum 2-3 years of relevant experience in HR administration, office administration, office management or General Affairs.
• Working knowledge of HR processes and Singapore employment practices; experience with HR information, payroll or leave-management systems will be an advantage.
• Experience supporting graduate, internship, trainee or employee development programmes will be an advantage.

Skills & Competencies

• Good communication and interpersonal skills.
• Ability to prioritize tasks and manage multiple responsibilities effectively.
• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook
• Strong documentation and record-management skills, with the discretion to handle confidential information.
• Positive attitude with a strong internal and external customer service mindset.