The posting
Job Summary
The HR/Admin Executive is responsible for supporting the day-to-day Human Resources and administrative functions of the Club. The role provides operational support across employee administration, recruitment, payroll, HR records and general office administration, while also assisting with procurement and tender-related administrative processes.
Key Responsibilities
1. Human Resources Administration
- Support the full employee lifecycle, including recruitment, onboarding, confirmation, transfer, promotion, resignation and offboarding processes.
- Prepare employment letters, contracts and other HR-related correspondence.
- Maintain accurate employee records, personnel files and HRIS information.
- Assist with recruitment activities, including job advertisements, interview coordination and pre-employment documentation.
- Support work pass applications, renewals and other foreign manpower administration where applicable.
- Assist in the administration of employee benefits, insurance, leave and other HR matters.
- Coordinate employee training, staff activities and engagement programmes.
- Assist with HR reports, surveys and other statutory or Management reporting requirements.
- Ensure proper documentation and confidentiality of employee information.
- Provide general HR support and attend to employees' HR-related enquiries.
2. Payroll & HR Operations
- Assist with monthly payroll preparation and verification, including attendance, overtime, allowances, deductions and claims.
- Ensure employee attendance and payroll information is accurately maintained in the HRIS.
- Assist with CPF, tax and other payroll-related statutory submissions where required.
- Support payroll reconciliation, checking and preparation of relevant reports.
- Maintain proper payroll documentation and records in accordance with the Club's procedures.
3. Administration
- Provide general administrative support to the HR Department and Management.
- Prepare correspondence, reports, meeting materials and other documentation.
- Coordinate meetings, appointments and administrative arrangements where required.
- Maintain proper filing, documentation and record-keeping systems.
- Assist with office supplies, contracts, service providers and other administrative matters.
- Support Club events, staff activities and other projects as assigned.
4. Procurement & Tender Administration
- Assist departments with procurement and tender-related administrative processes in accordance with the Club's policies and procedures.
- Coordinate requests for quotations and tender documentation with relevant departments and vendors.
- Assist in preparing and issuing tender/quotation documents and maintaining proper records of submissions received.
- Coordinate tender briefings, site visits, tender openings and evaluation meetings where applicable.
- Compile quotations, tender submissions and supporting documents for evaluation by the relevant HODs/committees.
- Maintain procurement and tender registers, documentation and approval records for audit and governance purposes.
- Follow up with vendors and internal stakeholders on required documents, clarifications, approvals and timelines.
- Assist with preparation of purchase orders, contracts or award documentation upon approval.
- Monitor contract expiry dates and assist departments with renewal or re-tendering processes.
- Maintain confidentiality and proper governance throughout procurement and tender exercises.
5. Other Duties
- Support HR, administrative and organisational projects as required.
- Perform any other duties that may be assigned by the Head of Department or Management from time to time.
Requirements
- Diploma or Degree in Human Resources, Business Administration or a related discipline.
- Preferably 2–3 years of relevant HR and/or administrative experience.
- Working knowledge of Singapore employment practices and HR administration would be advantageous.
- Proficient in Microsoft Office applications; experience with HRIS/payroll systems would be an advantage.
- Good written and verbal communication skills.
- Meticulous, organised and able to manage multiple deadlines.
- Able to work independently while collaborating effectively with colleagues and other departments.
- High level of integrity and discretion when handling confidential employee information.
- Service-oriented with good interpersonal skills.
