The posting
We are seeking a well-organised, people-oriented, and detail-focused HR & Admin Executive to support the company's human resources and administrative functions. The role will be responsible for HR administration, recruitment, employee records, payroll coordination, staff engagement, office administration, and operational support. The ideal candidate should be hands-on, dependable, discreet, and comfortable working in a fast-paced food & beverage environment with a mix of office and outlet-based employees. The HR & Admin Executive plays a key role in ensuring that the company has the right people, processes, and administrative support to operate effectively. The role combines HR administration × recruitment × employee support × payroll coordination × compliance × office administration, with a strong focus on accuracy, responsiveness, confidentiality, and employee experience.
Key Responsibilities
1. HR Administration
- Maintain accurate and up-to-date employee records, personal particulars, employment documents, and HR files.
- Prepare employment contracts, confirmation letters, staff notices, and other HR-related documents.
- Maintain records of staff attendance, leave, medical leave, training, disciplinary matters, and other employee information.
- Ensure HR documentation is complete, properly filed, and handled with confidentiality.
- Support the implementation and administration of company HR policies and procedures.
- Respond to employees' HR-related enquiries and provide timely assistance.
2. Recruitment & Onboarding
- Coordinate recruitment activities for service crew, supervisors, managers, and head-office positions.
- Post job advertisements through appropriate recruitment channels.
- Screen applications and shortlist suitable candidates.
- Coordinate interviews and communicate with candidates throughout the recruitment process.
- Prepare employment documentation and coordinate pre-employment requirements.
- Conduct or coordinate new employee onboarding and orientation.
- Ensure new employees receive the necessary information, uniforms, systems access, and training arrangements.
- Maintain recruitment records and monitor manpower vacancies.
3. Payroll & Attendance Administration
- Coordinate monthly payroll preparation and ensure accurate submission of payroll information.
- Maintain attendance, overtime, leave, unpaid leave, allowances, deductions, and other payroll-related records.
- Work closely with management and payroll providers to resolve discrepancies.
- Verify staff attendance and overtime records with Store and Area Managers.
- Maintain accurate payroll documentation and ensure confidentiality of employee salary information.
- Support the administration of statutory contributions and employment-related requirements where applicable.
4. Employee Relations & Engagement
- Serve as a first point of contact for routine employee HR matters.
- Support managers in handling employee concerns, grievances, attendance issues, and workplace matters.
- Assist with disciplinary and performance management processes in accordance with company policies.
- Coordinate staff communication, announcements, and HR initiatives.
- Organise employee engagement activities, staff welfare initiatives, and company events.
- Promote a positive, respectful, and supportive workplace culture.
- Identify recurring employee issues and highlight them to management.
5. Training & Development
- Coordinate employee training programmes and maintain training records.
- Support onboarding and operational training for new staff.
- Work with Operations Managers to identify training needs.
- Coordinate external training providers where required.
- Monitor completion of mandatory training and certifications.
- Maintain an updated employee skills and training database.
6. Performance Management
- Support the administration of employee probation and confirmation processes.
- Coordinate performance review schedules and documentation.
- Track employee performance review completion.
- Assist managers with performance improvement documentation where required.
- Maintain appropriate records of employee development and performance-related activities.
7. Staff Welfare & Benefits
- Administer employee benefits, staff discounts, uniforms, and other welfare programmes.
- Coordinate employee insurance or medical benefit administration where applicable.
- Support staff welfare matters and assist employees with benefit-related enquiries.
- Maintain accurate records of employee benefits and entitlements.
8. Office & Administrative Support
- Manage day-to-day office administration and ensure the office operates smoothly.
- Coordinate office supplies, equipment, stationery, and general administrative requirements.
- Maintain proper filing and documentation systems.
- Coordinate meetings, appointments, internal communications, and company activities.
- Liaise with suppliers, contractors, service providers, and external parties when required.
- Support company events, meetings, training sessions, and other administrative activities.
- Assist management with reports, presentations, documentation, and other administrative tasks.
9. Outlet & Operations Support
- Provide HR and administrative support to food kiosk outlets.
- Coordinate manpower-related matters with Store Managers and Area Managers.
- Assist with staff deployment, transfers, onboarding, and outlet manpower requirements.
- Ensure outlet staff receive timely HR communication and support.
- Conduct periodic outlet visits where required to understand employee and administrative needs.
- Support operational teams in implementing HR policies and procedures consistently.
10. HR Compliance& Confidentiality
- Ensure HR practices and documentation comply with applicable employment requirements and company policies.
- Maintain strict confidentiality of employee personal, payroll, and employment information.
- Keep HR policies, forms, and employee documentation properly updated.
- Monitor important employment-related dates such as probation, work permits, certifications, and contract renewals where applicable.
- Escalate sensitive or complex HR matters to management promptly.
11. HR Reporting & Analysis
- Prepare regular HR reports covering:
- Headcount
- Staff turnover
- Recruitment status
- Attendance and absenteeism
- Overtime
- Leave utilisation
- Training
- Employee costs
- Monitor manpower trends and highlight areas requiring management attention.
- Provide HR data and insights to support workforce planning and business decisions.
- Maintain accurate and timely HR dashboards and records.
Requirements
- Diploma or Degree in Human Resources, Business Administration, Management, or a related discipline.
- Minimum 2–4 years of HR and administrative experience.
- Experience in food & beverage, retail, hospitality, or other high-volume workforce environments is an advantage.
- Experience supporting frontline or shift-based employees is preferred.
- Good knowledge of HR administration, recruitment, payroll coordination, and employee relations.
- Strong organisational and time-management skills.
- Excellent communication and interpersonal skills.
- High level of integrity and discretion when handling confidential information.
- Good attention to detail and accuracy.
- Able to work independently while also collaborating effectively with Operations and Management.
- Proficient in Microsoft Office, particularly Excel and Word.
- Experience with HRIS, payroll, attendance, or scheduling systems is an advantage.
Working Conditions
- Full-time position
- Primarily office-based with occasional visits to food kiosk outlets
- May require occasional work outside normal office hours to support recruitment, staff onboarding, training, or company events
- May require weekend work when operational or recruitment activities require it
What We Offer
- Competitive salary package
- Training and professional development opportunities
- Exposure to both HR and business operations
- Career progression opportunities
- Dynamic working environment within a growing food & beverage business
- Opportunity to work closely with Operations and Management
