Senior Executive/Executive, HR & Administration

Private Advertiser; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A private organization in Singapore is seeking an HR & Admin professional to oversee all HR matters, manage recruitment, and maintain necessary documentation. The role involves responsibilities such as payroll preparation, employee relations, training needs assessment, and compliance with health and safety standards. Ideal candidates will have a keen understanding of HR functions and related administrative duties. This position provides an opportunity to contribute to a dynamic team and support various HR initiatives.

Responsibilities

• Administer all HR & Admin matters for the company.
• Maintain all necessary documents.
• Perform and support key HR functions in the areas of Learning & Development, renewal of work passes, administration of ISO document and HR processes.
• Assist HR & Admin Manager on the day-to-day operations.
• Determine future personnel needs together with line management.
• Coordinate the placing of internal and/or external ads to find candidates.
• Interview potential candidates and coordinate with line management.
• Review and revise tests or assessments for selection.
• Coordinate all pre-employment to post-employment activities necessary.
• Preparation of monthly employee payroll and submission to bank.
• Prepare monthly payroll reports, reconciliation reports and other reports.
• Liaise with employees, vendors, and insurance brokers on payroll, benefit and claims matters.
• Investigate and draft reports or letters on grievance.
• Handle employees' relations in a Unionised company.
• Identify training and development needs of staff.
• Establish the Annual Training Plan.
• Liaise with training providers on external and internal trainings.
• Prepare training budget and control costs.
• Direct planning and organization of all workshops.
• Sourcing for relevant training providers.
• Prepare training materials or presentations.
• Train employees on HRMS or other trainings.
• Maintain all personnel files and confidentiality.
• Maintain personnel medical records & claims.
• Maintain personnel training records.
• Review and update HR manuals and forms.
• Arrange & liaise with clinics on health check-ups.
• Comply with HSESQ Management System.

Job description

Job Purpose:

• To administer all HR & Admin matters for the company.

• To maintain all necessary documents.

• To perform and support key HR functions in the areas of Learning & Development, renewal of work passes, administration of ISO document and HR processes and assist HR & Admin Manager on the day-to-day operations.

Recruitment & Selection:

1. Determine future personnel needs together with line management.

2. Coordinates the placing of internal and /or external ads to find candidates.

3. Interviews for potential candidates and coordinates with line management concerning the fit with the job.

4. Review and revise tests or assessments for selection.

5. Coordinate all pre-employment to post-employment activities necessary.

Salary, Benefit & Claims:

1. Preparation of monthly employee payroll and submission to bank.

2. Prepare monthly payroll report, reconciliation report and other reports to the respective department.

3. Take charge of the TMS, leave and staff benefits administration, leave accrual, sick leave etc. In HRMS.

4. Liaise with employees, vendors, insurance brokers, and banks to investigate and resolve payroll, benefit and claims matters.

5. Investigate and draft reports or letters on grievance.

6. Handles employees' relations in a Unionised company.

Training & Development:

1. Identify training and development needs of staff in conjunction with line managers.

2. Establish the Annual Training Plan according to Learning Plan & Training Matrix.

3. Liaise with Line Managers, Health, Safety & Environment (HSE), Operational Excellence, and training providers on employees’ external and internal trainings.

4. Prepare training budget; seek and obtains funding approval; control costs against budget.

5. Direct planning and organization of all workshops that are offered.

6. Sourcing for relevant training providers whenever necessary.

7. Preparation of training materials or presentation whenever necessary.

8. May design and implement assessment programs to identify potential and training needs or evaluate training effectiveness.

9. Train employees on the use of the HRMS or other trainings and provide orientation to new joins.

Documentation & Record Keeping:

1. Maintain all personnel files, ensuring strict confidentiality of information.

2. Maintain all personnel medical records & claims, ensuring that routine medicals are arranged and completed on time.

3. Maintain all personnel training records and coordination of training with service providers & HSE.

4. Maintaining, and ensuring timely update, of all Company records and Licenses.

5. Review and update HR manuals and forms (in DMS) with consultation of the Manager.

Other Administration duties:

1. Arrange & liaise with appointed clinic & Line Managers on periodical health check-ups.

2. Carry out the required administration functions within the office.

3. Complies with HSESQ Management System.

4. Any other duties as assigned from time to time.