The posting
HR & ADMIN EXECUTIVE
We are looking for a responsible and organised HR & Admin Executive to take charge of all worker-related matters and the company’s daily administration.
This is a hands-on role requiring strong coordination, accurate records and consistent follow-up. You must be able to manage daily arrangements, resolve routine issues and follow matters through to completion.
Key Responsibilities
1. Workers’ employment and HR matters
- Handle recruitment, interviews, employment documents, onboarding, probation tracking, resignations and offboarding.
- Maintain complete records for workers and office staff.
- Handle leave applications, employee enquiries, grievances and disciplinary documentation, referring decisions to management where required.
- Communicate company policies and instructions clearly.
2. Work passes and statutory administration
- Handle work-pass applications, renewals, issuance and cancellations through authorised company channels.
- Track passport and work-pass expiry dates, medical examinations, insurance, security bonds and other applicable requirements.
- Maintain levy records and arrange required submissions and payments with accounts.
- Follow up with authorities, employment agents and service providers until matters are completed.
3. Attendance, payroll and claims
- Collect and verify attendance, timesheets, overtime, leave and allowances with supervisors.
- Prepare payroll, payslips, CPF information and relevant statutory submissions.
- Check employee claims and supporting documents.
- Resolve discrepancies before submitting payroll and payments for approval.
4. Workers’ accommodation and transport
- Handle dormitory arrangements, room allocation, tenancy renewals, check-in and check-out.
- Coordinate worker transport, airport transfers and travel arrangements.
- Arrange home leave and repatriation following management approval.
- Follow up on accommodation, transport and related worker issues.
5. Workers’ welfare, medical and insurance matters
- Arrange medical appointments, examinations and treatment when required.
- Handle medical certificates, insurance claims and work-injury claim administration.
- Coordinate with clinics, hospitals, insurers and relevant parties.
- Attend to urgent worker matters and report serious issues promptly.
6. Training and site access
- Arrange required courses, renewals, safety inductions and registrations.
- Maintain workers’ qualifications, training certificates and expiry trackers.
- Coordinate site-access applications, manpower lists and supporting documents with project teams.
7. General company and office administration
- Take charge of daily office operations, correspondence, filing and administrative records.
- Manage office supplies, stationery, equipment, utilities, telecommunications and service providers.
- Track company registrations, licences, insurance policies, subscriptions and renewals.
- Arrange servicing, repairs and other office requirements.
8. Vehicles, purchases and vendor coordination
- Maintain vehicle records and track insurance, road tax, inspections, servicing and parking arrangements.
- Obtain quotations, prepare purchase orders and coordinate approved purchases and deliveries.
- Check invoices and delivery documents, and submit complete records to accounts.
- Maintain relevant asset and equipment records.
9. Project and management administration
- Handle project administrative documents, company forms, meeting arrangements and submission records.
- Coordinate with management, project teams, suppliers and external parties.
- Maintain clear trackers for outstanding actions, approvals and deadlines.
- Handle other related worker, HR and company administrative matters assigned by management.
Requirements
- Relevant HR and administration experience; construction industry experience is preferred.
- Familiar with worker management, MOM work-pass procedures, payroll and CPF administration.
- Highly organised, detail-oriented and accurate with documents and figures.
- Strong coordination, communication and follow-up skills.
- Able to handle workers’ concerns firmly, fairly and professionally.
- Able to prioritise urgent matters and work independently.
- Proficient in Microsoft Excel, Word and digital record keeping.
- Trustworthy and discreet when handling salaries, personal information and company records.
Working Arrangements
Office-based, with visits to dormitories, project sites, clinics or other locations when required. Urgent worker matters may require attention outside normal office hours, including nights, weekends or public holidays.
