People Operations Assistant

SHOPPING BAG (S) PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A retail company in Singapore is seeking a detail-oriented HR Admin Assistant. The role involves maintaining employee records, coordinating interviews, managing uniforms and access cards, and ensuring compliance with HR practices. Ideal candidates will have a diploma in Human Resources or related fields, 1-2 years experience in HR, and strong organizational skills. Applicants must exhibit attention to detail, effective communication, and the ability to handle confidential information.

Qualifications

• 1-2 years of experience in HR or administrative support preferred.
• Understanding of employment regulations and HR best practices.
• Ability to manage confidential information discreetly.

Responsibilities

• Provide administrative support to the People Operations Division.
• Maintain accurate employee records and prepare essential documents.
• Coordinate interviews and manage communication with candidates.
• Update records regarding uniforms and access card issuance.
• Distribute incoming office mail and manage office-related tasks.

Skills

Organisational skills

Time management

Attention to detail

Communication skills

Education

Diploma in Human Resources, Business Administration, or related field

Tools

Excel

InfoTech system

Job description

Primary Responsibilities

We are seeking a dedicated and detail-oriented HR Admin Assistant to provide comprehensive administrative support to the People Operations Division, contributing to effective People Operations, accurate documentation, and compliance with organisational policies and statutory requirements.

HR Administration

• Maintain accurate and up-to-date employee records, both physical and digital
• Prepare documents such as employment contracts, letters (confirmation, promotion, resignation, warning, etc.)
• Support onboarding and offboarding processes, including document collection and system updates
• Manage filing, documentation, and confidentiality of HR records

Recruitment Support

• Schedule and coordinate interviews (face-to-face or virtual) for candidates with People Operations Manager or CEO
• Send interview invitations and communications to shortlisted candidates

Uniforms, Aprons, and Staff ID Management

• Maintain and update records of uniforms, aprons, Company passes, and name tags, including stock‑in and stock‑out, using Excel
• Ensure physical stock aligns with inventory records and is properly stored
• Liaise with shop managers regarding requests, issuance, and returns of uniforms, aprons, Company passes, and name tags.
• Coordinate issuance of uniforms, aprons, company passes, and name tags to new hires prior to their start date.
• Track stock levels and notify the relevant personnel to place replenishment orders for uniforms, aprons, Company passes, and name tags
• Manage collection of uniforms, aprons, company passes, and name tags from resigned staff.
• Record and report lost or misplaced passes, name tags, or access cards for penalty deduction follow‑up.

Access, Office Administration & Mail Management

• Maintain and update records of issuance and return of access cards.
• Issue and record access cards for all staff, including new hires and resigned staff.
• Ensure access cards are returned on employees’ last day of service and update inventory records.
• Record lost or misplaced access cards and notify the relevant personnel for penalty deductions.
• Manage and distribute incoming office mail on a daily basis or when in office.
• Perform other ad‑hoc duties or special projects as assigned.

Requirements

• Diploma in Human Resources, Business Administration, or a related field
• 1-2 years of experience in HR, People Operations, or administrative support is preferred
• Experience with InfoTech system, Excel, and record‑keeping is an advantage
• Basic knowledge of employment regulations and HR best practices
• Strong organisational and time‑management skills, with attention to detail
• An innovative team player, self‑motivated, pro‑active, independent and meticulous
• Ability to handle confidential information with discretion
• Good written and verbal communication skills
• Professional and approachable, able to liaise effectively with staff at all levels