The posting
About the Role
We are seeking a proactive, hands-on and well-organised HR & Administration Executive to support our regional human resources, recruitment and administrative operations across Singapore, Malaysia and Vietnam, with additional cross-border coordination involving China and other international markets.
The successful candidate will be responsible for end-to-end recruitment, HR operations, overseas office administration and regional coordination. This role requires strong execution skills, attention to detail, cross-cultural communication abilities and the flexibility to manage multiple priorities in a fast-paced business environment.
Key Responsibilities
1. Recruitment & Talent Acquisition
- Manage the end-to-end recruitment process for positions across Singapore, Malaysia, Vietnam and other overseas markets as required.
- Develop job descriptions, prepare recruitment advertisements and publish vacancies across appropriate recruitment platforms, including LinkedIn, JobStreet, MyCareersFuture, VietnamWorks and TopCV.
- Proactively source candidates through online platforms, recruitment agencies, professional networks and direct approaches.
- Screen resumes, conduct initial interviews, assess candidate suitability and coordinate subsequent interview rounds with hiring managers and senior management.
- Prepare candidate profiles, interview summaries and recruitment progress reports to facilitate hiring decisions.
- Coordinate reference checks, background screening, salary negotiations, offer preparation and onboarding arrangements.
- Maintain candidate databases, recruitment pipelines and hiring progress trackers.
2. HR Operations & Employee Administration
- Support the full employee lifecycle, including onboarding, employment documentation, probation reviews, employee records, offboarding and exit procedures.
- Assist with employment contracts, HR policies, employee handbooks, leave administration, attendance records and payroll-related documentation.
- Coordinate work pass applications, renewals and other employment-related formalities for foreign employees, liaising with relevant authorities and external service providers.
- Support compliance with applicable employment legislation and regulatory requirements in Singapore and other regional markets.
- Assist with employee relations matters, performance management, staff welfare and internal HR communications.
- Maintain accurate and confidential personnel records and ensure timely completion of HR administrative tasks.
3. Regional Office Setup & Administration
- Support the establishment and ongoing operations of overseas offices, particularly in Malaysia and Vietnam.
- Coordinate office leasing, lease documentation, registered business addresses, renovation, furniture, equipment procurement and office handover arrangements.
- Liaise with landlords, property agents, contractors, vendors, service providers and local authorities as required.
- Assist with local hiring, employment documentation, office facilities, vehicle arrangements and other operational requirements for new and existing offices.
- Coordinate business travel, accommodation, transportation, meetings and itineraries for management and visiting colleagues.
- Provide general administrative and logistical support to ensure smooth regional operations.
4. Regional Coordination & Management Support
- Coordinate with headquarters, overseas colleagues and external partners on HR, recruitment and administrative matters.
- Support cross-border recruitment projects and facilitate communication between local candidates, hiring managers and relevant stakeholders.
- Prepare recruitment updates, HR reports, candidate assessments, meeting materials and other management reports as required.
- Assist with the implementation of HR systems, recruitment workflows, employee databases and standard operating procedures.
- Handle ad hoc HR, administrative and operational projects assigned by management, ensuring timely follow-up and execution.
Requirements
- Bachelor's degree or above in Human Resources, Business Administration, Management or a related discipline.
- Minimum 3 years of relevant experience in HR, recruitment or HR and administration, preferably in an international or regional business environment.
- Demonstrated experience in end-to-end recruitment, including candidate sourcing, resume screening, interviewing and offer coordination.
- Familiarity with recruitment platforms such as LinkedIn, JobStreet, MyCareersFuture or equivalent regional recruitment websites.
- Working knowledge of Singapore employment practices and HR administration; exposure to overseas employment requirements is an advantage.
- Strong organisational, coordination and problem-solving skills, with the ability to manage multiple assignments independently.
- Excellent communication and interpersonal skills, with the ability to work effectively with colleagues and external stakeholders from different cultural backgrounds.
- Proficiency in Microsoft Office and HR systems; experience with applicant tracking systems (ATS) or HR management systems (HRMS) is an advantage.
- Fluency in English is essential. Proficiency in Mandarin Chinese is preferred due to frequent communication with Chinese-speaking management and colleagues.
- Willingness to support regional operations and undertake business travel when required.
Preferred Attributes
- Experience supporting overseas office establishment or regional business operations.
- Experience recruiting for diverse functions, including engineering, finance, administration, executive support and operational positions.
- Familiarity with work pass procedures, employment documentation and coordination with government agencies or external consultants.
- A proactive, resourceful and hands-on approach, with strong ownership and follow-through.
- Ability to work under pressure, handle confidential information and respond effectively to changing business priorities.
What We Offer
- Exposure to regional HR operations and cross-border recruitment projects.
- Opportunities to work closely with senior management and overseas business teams.
- A dynamic, international working environment with opportunities for professional development.
