HR Cum Recruitment Assistant

The posting

1. Job Summary

We are seeking a responsible, organized and detail-oriented HR & Recruitment Assistant to support the daily human resources and recruitment operations of the company.

The successful candidate will assist with recruitment coordination for our restaurant outlets and head office, employee records management, preparation of HR documentation, onboarding and offboarding arrangements, attendance and leave administration, work pass documentation and other HR-related administrative duties.

This role requires regular coordination with candidates, employees, outlet managers and internal departments to ensure recruitment activities and HR administrative matters are handled accurately, efficiently and within the required timelines.

The ideal candidate should have at least one year of relevant HR experience, possess good organizational and communication skills, and be comfortable working in a fast-paced F&B environment. Candidates who are familiar with Singapore employment regulations, MOM requirements and HR/payroll systems will have an added advantage.

We welcome candidates who are proactive, meticulous, willing to learn and interested in developing their career in human resources.

2. Key Responsibilities

A. Recruitment & Talent Acquisition Support

1. Assist in managing and coordinating the recruitment process for restaurant outlets, central kitchen and head office positions.
2. Post, update and maintain job advertisements on relevant recruitment platforms, job portals and other approved recruitment channels.
3. Monitor job applications and review candidate profiles against the relevant job requirements.
4. Conduct initial screening of applications and shortlist suitable candidates for further consideration by the HR team or hiring managers.
5. Contact candidates to arrange interviews, confirm interview appointments and communicate any changes to interview schedules.
6. Coordinate interview arrangements with outlet managers, department heads and other hiring personnel.
7. Prepare candidate summaries, interview schedules and other recruitment-related documentation for management review.
8. Follow up with candidates after interviews and assist in communicating the outcome of the recruitment process.
9. Assist with employment offers, including coordinating the collection of required documents and communicating joining instructions to successful candidates.
10. Follow up with candidates to confirm their acceptance of offers, intended commencement dates and reporting arrangements.
11. Assist in coordinating pre-employment documentation and onboarding arrangements for new employees.
12. Maintain an updated recruitment tracker covering vacancies, applications, interviews, offers, acceptance status and joining dates.
13. Follow up with outlet managers on outstanding vacancies, recruitment priorities and manpower requirements.
14. Assist in identifying suitable recruitment channels and improving candidate sourcing and follow-up processes.
15. Maintain accurate and organized recruitment records to facilitate reporting, tracking and future reference.

B. HR Administration & Employee Records Management

1. Maintain accurate and up-to-date employee records in both electronic and hardcopy formats.
2. Assist in preparing employment-related documents, including: Employment offer letters and employment contracts. Confirmation letters. Salary revision and increment letters. Promotion, transfer and deployment letters. Resignation acknowledgements and termination-related documentation. Other HR letters, notices and employee correspondence.
3. Check employee documentation for completeness, accuracy and consistency before submission for review or approval.
4. Ensure employee records are properly filed, organized and updated in accordance with the company's filing procedures.
5. Assist in collecting and verifying required employee documents during recruitment, onboarding and employment.
6. Maintain employee information, including personal particulars, contact details, job positions, departments, outlet assignments and employment status.
7. Assist in updating employee records when there are changes in salary, position, work location, employment status or other relevant particulars.
8. Monitor outstanding employee documents and follow up with employees or outlet managers to obtain the required information.
9. Assist in maintaining proper records of employee movements, including new hires, transfers, promotions, resignations and departures.
10. Prepare and organize supporting documents for internal reviews, management requests and HR audits.
11. Handle employee information responsibly and maintain strict confidentiality when dealing with personal data and employment records.
12. Ensure that HR documents are accessible to authorized personnel when required and are stored in accordance with company procedures.

C. Employee Onboarding & Offboarding

1. Coordinate onboarding arrangements for new employees, including document collection, completion of employment forms and confirmation of reporting details.
2. Assist in preparing employment documents and ensure that new hires complete the required documentation before or upon commencement, as applicable.
3. Coordinate with outlet managers to confirm employees' reporting dates, work locations, job positions and initial work arrangements.
4. Assist in communicating relevant joining instructions, reporting information and administrative requirements to new employees.
5. Support the HR team in updating employee details in the HR/payroll system upon commencement of employment.
6. Assist in preparing confirmation letters and tracking employees approaching the end of their probation period.
7. Maintain records of employee resignations, last working days, notice periods and outstanding exit documentation.
8. Assist in preparing resignation acknowledgements, notice-related correspondence and other offboarding documents for review.
9. Coordinate the collection and filing of company property, uniforms, identification cards and other items where applicable.
10. Assist in updating employee records and employment status following transfers, resignations or termination of employment.
11. Follow up with relevant departments and outlet managers to ensure that onboarding and offboarding documentation is completed on time.

D. HR Operations & HR/Payroll System Support

1. Assist in maintaining and updating employee information in the company's HR/payroll system, Info-Tech.
2. Support the updating of employee particulars, employment status, outlet assignments and other relevant HR information.
3. Assist in maintaining attendance, leave and other employee-related records for HR administrative purposes.
4. Review available records and highlight discrepancies or missing information for further checking by the HR team.
5. Assist in tracking employee leave applications, balances and supporting documentation in accordance with company procedures.
6. Coordinate with outlet managers to obtain attendance records, supporting documents and clarifications where required.
7. Assist in compiling employee information and supporting records for payroll processing and monthly HR administration.
8. Follow up on outstanding attendance records, employee claims or other HR-related submissions and escalate unresolved matters to the appropriate HR personnel.
9. Assist in maintaining organized records of employee benefits, allowances, claims and other employment-related information, where applicable.
10. Ensure that information entered into the HR/payroll system is accurate and supported by the relevant documentation.
11. Report any system discrepancies, access issues or suspected errors to the responsible HR personnel for review and correction.
12. Maintain proper documentation of HR transactions and updates in accordance with internal procedures.

E. MOM Compliance & Work Pass Administration Support

1. Assist the HR team in maintaining employee documentation in accordance with applicable Singapore employment requirements and company policies.
2. Support the preparation and organization of documents required for MOM inspections, audits and internal compliance reviews.
3. Assist in collecting and maintaining relevant employment records, including employment contracts, employee particulars and supporting documentation.
4. Assist with work pass-related administrative matters, including document collection, information updates, renewal follow-ups and expiry tracking, where applicable.
5. Monitor work pass expiry dates and notify the responsible HR personnel in advance so that the necessary action can be taken.
6. Assist in preparing supporting documents for work pass applications, renewals, cancellations or other related processes, subject to the relevant requirements and approval procedures.
7. Maintain organized records of work pass details, application status and relevant correspondence.
8. Assist in checking employee documentation for completeness and flagging missing or inconsistent information for review.
9. Follow up with employees and relevant departments to obtain outstanding documents required for HR administration or compliance purposes.
10. Escalate potential compliance issues, discrepancies or unclear employment matters to the Senior HR Manager or designated HR personnel for assessment.
11. Keep HR documentation updated when there are changes to applicable requirements, based on instructions and guidance provided by the HR team.
12. Maintain confidentiality and exercise care when handling personal data, employment records and work pass documentation.

F. Attendance, Leave & Employee Relations Support

1. Assist in maintaining accurate attendance and leave records for employees across the company's outlets and departments.
2. Follow up with outlet managers regarding missing clock-in or clock-out records, attendance discrepancies and incomplete submissions.
3. Assist in compiling information relating to lateness, absences, leave applications and other attendance-related matters.
4. Refer attendance discrepancies and potential payroll implications to the responsible HR personnel for verification and approval before any adjustment is made.
5. Assist in communicating routine HR administrative information to employees and outlet managers.
6. Respond to general employee enquiries relating to HR documentation, leave procedures, onboarding and other administrative matters within the scope of the role.
7. Refer sensitive employee concerns, disciplinary matters, grievances and complex employment issues to the Senior HR Manager or designated HR personnel.
8. Assist in preparing supporting documents for employee counselling, disciplinary proceedings or other employee-related matters when instructed.
9. Maintain appropriate records of employee correspondence and supporting documents in accordance with company procedures.
10. Exercise professionalism, discretion and confidentiality when handling employee-related matters.

G. HR Reporting & Management Support

1. Assist in preparing regular HR reports and summaries for management review.
2. Compile information relating to recruitment progress, vacancies, new hires, resignations and employee movements.
3. Assist in preparing headcount records and manpower information by outlet, department and employment category.
4. Update recruitment and HR trackers to ensure information is current and readily available when required.
5. Assist in compiling attendance, leave, employee documentation and other HR-related information for reporting purposes.
6. Prepare supporting documents and information for HR meetings, management discussions and internal reviews.
7. Follow up on outstanding action items assigned by the HR team and update the relevant personnel on progress.
8. Assist in organizing HR files, reports and supporting documentation for reference and audit purposes.
9. Ensure that information presented in HR reports is properly checked and discrepancies are highlighted before submission.
10. Perform other reasonable HR reporting and administrative support duties as assigned.

H. Training, Employee Welfare & General Administration

1. Assist in coordinating staff training sessions, employee briefings and other HR-related activities.
2. Support the administration of employee welfare initiatives, staff communications and company activities.
3. Assist in maintaining training attendance records and relevant supporting documents.
4. Help coordinate the distribution, collection and recording of employee uniforms and other HR-related items, where applicable.
5. Assist in preparing HR notices, announcements, internal communications and employee information materials.
6. Provide general administrative support to the HR department, including filing, document preparation, data entry and record maintenance.
7. Coordinate with outlet managers and other departments to obtain information or documents required for HR administration.
8. Ensure assigned tasks are completed accurately and within the required timelines.
9. Maintain a professional and helpful approach when dealing with employees, candidates and internal stakeholders.
10. Undertake other HR and administrative duties or projects as assigned by the Senior HR Manager or designated supervisor.

3. Qualifications & Requirements

A. Education

• Diploma or above in Human Resource Management, Business Administration or a related discipline.
• Candidates with relevant HR working experience and suitable practical knowledge may also be considered.

B. Working Experience

• At least 1 year of relevant HR experience, preferably in recruitment, HR administration or personnel management.
• Experience in recruitment coordination and employee documentation is preferred.
• Experience recruiting frontline employees for restaurants, retail outlets, hospitality or other operational environments will be an advantage.
• Familiarity with employee onboarding, attendance administration and HR/payroll system updates is preferred.
• Experience in the F&B industry will be an added advantage.

C. Technical Skills & Knowledge

• Basic knowledge of Singapore employment regulations and MOM requirements.
• Familiarity with work pass documentation and administrative procedures will be an advantage.
• Proficient in Microsoft Office applications, particularly Excel, Word and PowerPoint.
• Experience using HR/payroll systems; knowledge of Info-Tech will be an advantage.
• Able to maintain accurate records, update spreadsheets and prepare basic HR reports
• Good written and verbal communication skills in English.
• Able to communicate effectively with candidates, employees, outlet managers and internal departments.
• Additional language skills relevant to the workforce will be an advantage.
• Able to handle confidential employee information responsibly and professionally.

D. Personal Attributes & Competencies

• Organized, meticulous and attentive to detail.
• Responsible, dependable and committed to completing assigned tasks.
• Proactive in following up on outstanding matters and meeting deadlines.
• Willing to learn and able to accept guidance and feedback.
• Able to work independently on routine assignments while seeking clarification when necessary.
• Good communication and interpersonal skills.
• Able to manage multiple tasks and prioritize work according to urgency.
• Comfortable working in a fast-paced environment and coordinating with multiple outlets and departments.
• Professional, trustworthy and able to maintain confidentiality.
• A positive team player who is willing to support the wider HR team.

4. Key Performance Expectations

The successful candidate is expected to demonstrate the following:

1. Recruitment Coordination: Recruitment activities, interview arrangements and candidate follow-ups are handled promptly, with accurate and updated recruitment records.
2. Documentation Accuracy: Employee files, HR letters and supporting documents are complete, properly maintained and updated in a timely manner.
3. Administrative Efficiency: Assigned HR administrative tasks are completed accurately and within agreed deadlines.
4. System Accuracy: Employee information and HR records entered into Info-Tech are checked for accuracy and discrepancies are highlighted promptly.
5. Compliance Support: Required documentation is organized and available for internal reviews, audits and applicable compliance requirements.
6. Communication & Follow-Up: Requests from candidates, employees, outlet managers and the HR team are handled professionally, with outstanding matters followed up appropriately.
7. Confidentiality: Employee records and sensitive company information are handled securely and shared only with authorized personnel.
8. Teamwork & Responsiveness: The candidate works cooperatively with the HR team and outlet management to support daily HR operations.

5. Reporting & Working Relationships

Reports to:

• Senior HR Manager.
• HR Executive or other designated HR personnel, where applicable.

Works closely with:

• HR and Administration team.
• Restaurant outlet managers and supervisors.
• Central kitchen management.
• Job applicants and successful candidates.
• Employees across outlets and departments.
• Other internal departments as required.

6. Additional Information

• Immediate availability is preferred.
• F&B, hospitality or retail industry experience will be an advantage.
• The role requires regular coordination with restaurant outlets, central kitchen and head office.
• The successful candidate must be comfortable handling multiple administrative tasks in a dynamic operational environment.
• The position is intended for a hands-on HR support role, with opportunities to gain broader exposure to recruitment, HR operations and employee administration.