Onboarding Specialist, 6-months contract (Onboarding & Operations)

OPTIMUM SOLUTIONS (SINGAPORE) PTE LTD; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading firm in Singapore is seeking an Administrative Support Specialist for a contract role until June 30, 2026. You'll coordinate onboarding for new hires across APAC, provide essential administrative support to managers, and manage expense processes. Ideal candidates will have 2–4 years of experience, excellent organizational skills, and proficiency in Microsoft Office. This role necessitates adaptability to diverse cultures and dynamic schedules, ensuring an inclusive onboarding experience for all new joiners.

Qualifications

• 2–4 years of administrative experience, ideally in onboarding, HR coordination, or office operations.
• Experience supporting construction, engineering, or site-based teams is an advantage.
• Proactive, detail-oriented, and adaptable.

Responsibilities

• Coordinate end-to-end onboarding for new hires across APAC.
• Provide comprehensive administrative support to hiring managers.
• Manage expense submissions and support timely reimbursements.
• Partner with administrative teams for onboarding experiences.

Skills

Administrative support

Strong proficiency in Microsoft Office

Excellent organizational skills

Multitasking

Job description

This is a contract role, ending on the 30 June 2026.

Responsibilities:

Onboarding & New Hire Experience

• Coordinate end-to-end onboarding for new hires across APAC, including equipment, system access, and logistics.
• Serve as the main point of contact for new joiners during their onboarding period.
• Support orientation sessions and ensure new hires are introduced to policies, culture, and key stakeholders.
• Gather feedback and identify opportunities to improve onboarding processes.

Administrative & Executive Support

• Provide comprehensive administrative support to hiring managers, enabling them to focus on core work.
• Schedule meetings, manage calendars, book meeting rooms, and prepare materials.
• Coordinate travel and logistics for visiting executives, including flights, accommodation, and transportation.

Expense & Operational Support

• Manage expense submissions and ensure compliance with internal policies.
• Work with finance teams to resolve discrepancies and support timely reimbursements.

Collaboration & Culture

• Partner closely with regional and on-site administrative teams to ensure consistent onboarding experiences.
• Support a culturally inclusive environment and engage effectively with employees from diverse backgrounds.
• Contribute to team discussions on process improvements and best practices across APAC.

Requirements:

• 2–4 years of administrative experience, ideally supporting onboarding, HR coordination, or office operations.
• Experience supporting construction, engineering, or site-based teams is a strong advantage.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Excellent organizational skills with the ability to multitask and manage shifting priorities.
• Proactive, detail-oriented, and adaptable to changing schedules and time zones.