The posting
The HR & General Affairs Assistant provides administrative and coordination support across Human Resources, employee services, office administration and General Affairs .
The role supports the HR HOD and HR team in ensuring smooth day-to-day HR operations, effective employee onboarding and engagement, accurate maintenance of employee and administrative records, and the efficient operation of the corporate offices.
- Key Responsibilities
A. General Affairs & Office Administration
- Assist in General Affairs (GA) functions for the Company’s 2 office locations
- Support the day-to-day office administrative and operational requirements
- Attend to visitors, guests, and incoming enquiries at the HQ office in Tampines
- Manage incoming and outgoing courier and postal matters , including checking the corporate mailbox and distributing correspondence to the appropriate departments.
- Ensure meeting rooms and common areas are maintained in a clean, tidy and presentable condition , coordinating with relevant service providers where necessary.
- Maintain and regularly update the company's employee contact lists, telephone directory and organization chart .
- Coordinate administrative arrangements for expense claims and corporate credit card documentation, where applicable.
- Support the processing and submission of HR and General Affairs invoices and payment documentation .
- Submit required approvals through the EP Portal and process invoices for payment through the GLOB+ system .
- Manage the replenishment and inventory of office stationery, pantry supplies and other general office consumables across the two corporate offices , ensuring appropriate stock levels and cost control.
- Coordinate general maintenance matters relating to office premises, alarm systems, furniture, fixtures and office equipment , including liaison with vendors and relevant internal departments.
- Maintain appropriate administrative records relating to vendors, invoices, purchases, office maintenance and General Affairs activities.
B. Vendor & Procurement Coordination
- Source, compare, and negotiate with suppliers and vendors for HR / GA-related supplies and services
- Coordinate purchases and support services required for daily business operations
- Monitor vendor performance and delivery timelines
- Assist in cost control and inventory tracking where applicable
- Payment requests submission for GA related expenses
C. Employee Airport Pass Administration
- Support employees’ airport pass applications, renewals, replacements, and cancellations
- Ensure proper documentation and timely submissions to Airport police Division
- Maintain accurate records and tracking of airport passes validity to support Operations
D. Uniform & Inventory Management
- Manage uniform inventory and stock tracking
- Coordinate uniform issuance and distribution to new hires
- Monitor stock levels and coordinate replenishment where necessary
E. Workplace Upkeep & Employee Experience
- Pantry management and general office upkeep
- Ensure office aesthetics, cleanliness, and workplace environment are maintained professionally
- Coordinate maintenance and servicing of office equipment and facilities where required
- Coordinate employee welfare arrangements, including congratulatory gifts, get-well hampers, condolence wreaths and other employee welfare initiatives , in accordance with company guidelines and approved budgets.
- Support the planning and coordination of employee engagement and welfare activities.
- Coordinate sourcing, quotations, procurement and distribution of employee gifts, festive items and event-related materials , subject to approved budgets and procurement requirements.
- Maintain accurate employee-related administrative records, trackers and supporting documentation.
- Support other HR administrative duties and projects assigned by the HR HOD or AHRMs.
2. Career Development Opportunity
This position provides exposure to:
- General Affairs management
- Employee engagement
- HR project management support
- HR Operational administration with potential career progression into: HR Executive functions
Requirements
- Higher NITEC or Diploma or equivalent qualification
- Relevant administrative, HR, or General Affairs experience preferred but not compulsory
- Proficient in Microsoft Office applications
- Good communication and coordination skills
- Organised, detail-oriented, and proactive
- Positive service-oriented attitude and teamwork mindset
Preferred Competencies
- Ability to multitask in a fast-paced environment
- Good negotiation skills
- Customer service mindset
- Strong sense of responsibility and ownership
- Able to work independently and collaboratively with multiple timelines
Benefits
- We offer competitive salary packages that commensurate with relevant work experience
- Annual Leave starting from 14 days to 18 days max
- Medical Outpatient insurance coverage
- Group Hospitalization and Surgery insurance coverage
- Group Dental insurance coverage
- Performance bonuses subject to company's and individual's performances
- Birthday Leave
- Staff Discounts
