The posting
HR Executive
Company: Zenith Facility Services Pte Ltd
Employment Type: Full-Time, Permanent
Salary: SGD $3,000 – $3,500 per month (commensurate with experience)
Location: Defu Lane, Singapore (office-based, with occasional site visits)
Reports To: Chief Executive Officer
Working Hours: Monday – Friday, 9:00 am – 6:00 pm
About the Role
We are hiring our first dedicated HR Executive to own the full employee lifecycle, from hiring a cleaner and getting their Work Permit issued to their last payslip and work pass cancellation.
In our business, HR is a licensing and compliance function as much as a people function. Our NEA cleaning business licence depends on correct Progressive Wage Model (PWM) wages and training records, and every Work Permit has a quota, a levy, an expiry date and a passport behind it. A missed renewal or a wrong wage rung has real consequences for a real worker, and for our licence.
This role suits someone who has done hands-on HR for a frontline, manpower-heavy workforce, likes getting the details right, and treats a cleaner's query about their payslip as seriously as a management report. You will work directly with the CEO.
KeyResponsibilities
1. Recruitment and Onboarding
• Run recruitment for cleaners, team leaders and supervisors with the Operations team: job postings (including MyCareersFuture), screening, interview coordination, reference checks and offers, in line with the Tripartite Guidelines on Fair Employment Practices.
• Prepare and issue employment contracts and Key Employment Terms (KETs) in line with the Employment Act, using the company templates.
• Run induction and onboarding:HR administration, payroll and CPF setup, uniform and PPE issue with Operations, and the signed handbook and policy acknowledgements.
• Track probation and confirmation dates and issue confirmation letters on time.
2. Work Passes and Foreign Manpower
• Manage Work Permit applications, renewals and cancellations end-to-end on MOM's WP Online, including In-Principle Approvals, medical examinations, issuance, security bonds and medical insurance.
• Monitor the foreign worker quota and levy tiers, track Foreign Worker Levy (FWL) liabilities, and flag quota constraints before hiring decisions are made.
• Keep a live tracker of workpass and passport expiry dates so that no renewal is missed, and act on it well ahead of deadlines.
• Make sure the company meets its obligations to work pass holders (e.g. medical insurance, salary payment and housing requirements) and that no worker pays kickbacks or recruitment costs that the employer must bear.
• Be the first point of contact for foreign employees on pass, remittance, medical or welfare questions.
3. Progressive Wage Model (PWM) Compliance
• Maintain the PWM wage ladder for our resident (Singapore Citizen and PR) cleaners across the applicable groups, and make sure every covered employee is on the correct job rung and basic wage.
• Apply annual PWM wage increments and the PWM Bonus correctly and on time, and show the statutory component separately in outcome letters.
• Track PWM training requirements (WSQ Environmental Services modules) for each covered employee and keep the evidence needed for NEA licence renewal.
4. Payroll and Statutory Contributions
• Run the monthly in-house payroll end-to-end in the HRMS (currently Infotech HRMS): attendance, overtime, allowances, deductions, leave, new hires and leavers, through to payroll reports.
• Prepare the monthly bank/GIROsalary payment file for the CEO, who approves and releases the payment.
• Compute and submit monthly CPF and Skills Development Levy (SDL) contributions, reconcile Foreign WorkerLevy (FWL) bills, and make sure deductions stay within Employment Act limits.
• Prepare year-end employee income data for IR8A submission through the Auto-Inclusion Scheme (AIS), and handle tax clearance (IR21) for departing foreign employees.
• Make sure itemised payslips are issued, and resolve employee pay queries within the payroll cycle.
5. Leave, Medical and Attendance
• Administer annual, sick, hospitalisation and family leave, MCs and public holidays under the Employment Act and company policy, for both office and cleaning teams.
• Monitor attendance exports and absence without leave, and work with site supervisors to resolve issues early.
• Support Work Injury Compensation claims and keep injury and medical leave records.
6. Training and WSH Records
• Own the annual training plan: consolidate training needs from performance reviews, PWM requirements and certificate expiries, and schedule courses to meet them.
• Maintain training records for every employee (WSQ, WSH and other certifications, expiry and refresher dates), and coordinate training directly with course providers, site supervisors and employees, including attendance and follow-up on no-shows.
• Arrange course registrations, including SkillsFuture-funded courses, and supply attendance and payroll records for training grant and absentee payroll claims. The Admin &Compliance Executive prepares and submits the claims.
7. Performance, Discipline and Exit
• Coordinate the annual performance review cycle under the Performance Management SOP, including the bilingual (English/Chinese) review forms for frontline staff, calibration,outcome letters and interpreter arrangements where needed. Make sure training needs identified in reviews are delivered before the next cycle.
• Vet Performance Improvement Plans and run disciplinary inquiries, warnings and grievances fairly and with proper documentation.
• Run exits end-to-end: resignation and termination paperwork, exit clearance and interviews, final pay, work pass cancellation and repatriation within MOM timelines.
8. HR Records, Data Protection and Policy
• Own the HR records system under the PDPA: restricted access, correct filing, retention periods and secure deletion, including any legal or finance holds.
• Keep the employee master list and HRMS accurate and consistent with each other.
• Keep the HR Policy Manual, Employee Handbook, forms and templates up to date as legislation and schemes change (e.g. Employment Act, PWM schedules, work pass rules, and the Workplace Fairness Act when it comes into force), and track employee acknowledgements.
• Prepare HR data for audits and inspections (MOM, NEA, bizSAFE, ISO 45001) and hand the records to the Admin & Compliance Executive, who compiles the evidence packs.
Requirements
Essential
• Diploma or Degree in Human Resource Management or a related field.
• 2–4 years of hands-on HR generalist experience in Singapore, ideally in cleaning, facility management or another manpower-heavy sector with Work Permit holders.
• Working knowledge of the Employment Act, Work Permit administration (WP Online, quota and levy), the Progressive Wage Model, CPF and IRAS employer requirements.
• Hands-on experience running payroll in an HRMS (e.g. Infotech HRMS).
• Strong Excel skills (lookups, pivot tables, data checks).
• Good written and spoken English, plus clear and respectful communication with frontline staff from different backgrounds.
• Discretion with confidential personal data and familiarity with the PDPA.
Advantageous
• Ability to communicate in Mandarin, Malay, Tamil or Burmese, as many of our frontline employees use these languages day to day.
• Certification such as the IHRP Certified Associate or a WSQ HR qualification.
• Experience with SkillsFuture or other training grant and absentee payroll claims.
WorkArrangement
• Office-based, Monday to Friday, 9:00 am to 6:00 pm, with occasional visits to client sites to meet frontline staff.
Why Join Zenith Facility Services
• Ownership of the HR function end-to-end, with a direct working relationship with the CEO.
• Up-to-date policies, templates and a reorganised HR filing system to build on, not a blank page.
• Visible impact: the work you do directly protects workers' pay and the company's licence.
• Training and development support, including funded certification where applicable.
• A stable, growing organisation in an essential services industry.
Howto Apply
Apply via MyCareersFuture or email your resume to [email protected], including:
• Your expected salary and earliest availability.
• A short paragraph (5–10sentences) describing how you have handled Work Permit renewals, or a monthly payroll run, for a frontline workforce, including one problem you caught and how you fixed it.
We are an equal opportunity employer and assess all applicants on merit.
