The posting
About the Role
We are looking for a highly organized, proactive, and dependable Admin & HR Executive to support the day-to-day operations of our growing technology and semiconductor business. This role is suitable for someone who enjoys working in a fast-paced environment and is comfortable handling a broad range of responsibilities across office administration, HR coordination, management support, vendor coordination, documentation, and basic finance/operations. The successful candidate will work closely with management and provide the administrative backbone needed to keep the company organized and running efficiently.
Key Responsibilities
1. Office Administration &Operations
- Manage the day-to-day administration of the Singapore office.
- Maintain office supplies and general office requirements.
- Coordinate with landlords, building management, service providers, suppliers, and contractors.
- Manage office expenses, invoices, quotations, purchase orders, and administrative records.
- Arrange courier services, shipments, meeting rooms, business cards, stationery, and other office requirements.
- Maintain proper filing systems for company documents, contracts, quotations, invoices, and records.
- Coordinate company meetings, internal events, customer visits, and office activities.
- Ensure the office is organized, professional, and ready for customers and business partners.
- Support travel arrangements, accommodation, transportation, and logistics for management and employees when required.
2. HR & Employee Administration
- Support the full employee administration process, including onboarding and offboarding.
- Prepare employment-related documents, employee records, and HR forms.
- Maintain accurate and confidential employee files.
- Coordinate work pass, employment pass, and other relevant administrative matters with external agencies or service providers where required.
- Maintain employee leave, attendance, and basic HR records.
- Coordinate payroll information and work with the company's payroll/accounting provider.
- Assist with employee benefits, insurance, medical claims, and other HR administration.
- Coordinate employee training, company activities, and staff engagement initiatives.
- Support recruitment activities, including job postings, interview scheduling, candidate communication, and onboarding arrangements.
- Help ensure company HR policies and administrative procedures are properly implemented.
3. Management & Business Support
- Provide day-to-day administrative support to management.
- Coordinate meetings, calendars, appointments, and business travel.
- Prepare meeting materials, presentation materials, reports, and administrative documents.
- Follow up with internal and external parties on outstanding actions and deadlines.
- Maintain management trackers for projects, quotations, contracts, NDAs, customer requirements, and other business activities.
- Assist management in preparing proposals, quotations, customer documents, and business presentations.
- Support communication and coordination with customers, suppliers, technology partners, government agencies, and business partners.
- Support exhibitions, conferences, customer visits, and business events.
- Assist management in coordinating activities with government and industry organizations.
- Handle confidential business information professionally and maintain a high level of discretion.
Requirements
- Bachelor's Degree in Business Administration, Human Resources, Operations, or a related discipline.
- 3-5 years of relevant experience in administration, HR, office management, operations, or a similar role.
- Experience working in a technology, engineering, semiconductor, manufacturing, or B2B environment would be advantageous.
- Strong organizational and time-management skills.
- Good written and verbal communication skills in English.
- Proficient in Microsoft Office, especially Excel, PowerPoint, and Word.
- Comfortable working with documents, spreadsheets, quotations, invoices, and business correspondence.
- Able to communicate professionally with customers, suppliers, vendors, and external organizations.
- High level of confidentiality, integrity, and attention to detail.
- Able to work independently with minimal supervision.
- Proactive, resourceful, and willing to take ownership of tasks.
- Comfortable handling multiple priorities in a growing company environment.
Preferred Skills
- Experience with Singapore HR and employment administration.
- Familiarity with payroll, CPF, leave administration, and employee benefits.
- Experience coordinating with government agencies, corporate service providers, or external consultants.
- Basic understanding of procurement, accounting, and corporate administration.
- Experience supporting senior management or a small/medium-sized company.
- Experience in a startup or fast-growing company environment.
