Senior Executive, Administration & HR

Elitez Pte Ltd; Singapore; On-site; SGD 48,000 - 60,000; Full time

Job summary

Elitez Pte Ltd is seeking an experienced HR Administrator to support HR administration, work pass handling, licensing, and general office tasks in Singapore. You will manage government portal submissions, maintain records, and collaborate with vendors and internal teams.

The role emphasizes process improvement, leveraging digital tools and AI to boost efficiency while ensuring timely renewals of licences, permits, and insurance. Strong English and meticulous organisation are essential.

Qualifications

• Minimum 4 years of relevant administration or HR administration experience.
• Experience with Singapore government online portals and liaising with agencies.
• Experience handling licences, permits, certifications or regulatory renewals will be an advantage.
• Good written and spoken English.
• Proficient in digital tools and AI to improve efficiency.

Responsibilities

• Handle Work Permit applications, renewals, cancellations and related employee documentation.
• Manage submissions through MOM and other relevant government portals.
• Liaise with government agencies and follow up on applications and regulatory matters until completion.
• Maintain accurate employee records, leave records and onboarding documentation.
• Manage applications and renewals for vessel, fleet and Company licences, permits, certifications and insurance.
• Maintain accurate trackers for licences, work passes, certifications and important expiry dates.
• Ensure required documentation is properly maintained and renewed within the relevant timelines.
• Prepare letters, memos, emails, notices and other business documents.
• Coordinate with employees, vendors, service providers and external parties on administrative matters.
• Support Management with administrative matters and special projects.
• Maintain proper documentation and filing systems.
• Review existing administrative processes and identify areas for improvement.
• Make effective use of digital tools and AI to improve efficiency and productivity.
• Take initiative to identify issues, find solutions and follow through until completion.

Skills

HR administration

Attention to detail

Organisational skills

Time management

English proficiency

Tools

Microsoft Office

AI tools

Job description

Working Hours: Monday to Friday, 8:30 AM – 5:30 PM

Key Responsibilities

HR Administration & Work Pass

• Handle Work Permit applications, renewals, cancellations and related employee documentation.

• Manage submissions through MOM and other relevant government portals.

• Liaise with government agencies and follow up on applications and regulatory matters until completion.

• Maintain accurate employee records, leave records and onboarding documentation.

Licensing & Compliance Administration

• Manage applications and renewals for vessel, fleet and Company licences, permits, certifications and insurance.

• Maintain accurate trackers for licences, work passes, certifications and important expiry dates.

• Ensure required documentation is properly maintained and renewed within the relevant timelines.

General Administration

• Prepare letters, memos, emails, notices and other business documents.

• Coordinate with employees, vendors, service providers and external parties on administrative matters.

• Support Management with administrative matters and special projects.

• Maintain proper documentation and filing systems.

Process Improvement

• Review existing administrative processes and identify areas for improvement.

• Make effective use of digital tools and AI to improve efficiency and productivity.

• Take initiative to identify issues, find solutions and follow through until completion.

Requirements

• Minimum 4 years of relevant administration or HR administration experience.

• Experience using Singapore government online portals and liaising with government agencies.

• Experience handling licences, permits, certifications or regulatory renewals will be an advantage.

• Good written and spoken English.

• Proficient in Microsoft Office and comfortable learning new digital systems and AI tools.

• Highly organise with strong attention to detail.

• Able to manage multiple priorities and deadlines independently.

• Strong sense of ownership, responsibility and follow-through.

• Mature, dependable and resourceful.