HR/Admin Executive

Your tasks

We are looking for a responsible and organised HR & Admin Executive to take charge of all worker-related matters and the company’s daily administration.

This is a hands-on role requiring strong coordination, accurate records and consistent follow-up. You must be able to manage daily arrangements, resolve routine issues and follow matters through to completion.

1. Workers’ employment and HR matters

• Handle recruitment, interviews, employment documents, onboarding, probation tracking, resignations and offboarding.
• Maintain complete records for workers and office staff.
• Handle leave applications, employee enquiries, grievances and disciplinary documentation, referring decisions to management where required.
• Communicate company policies and instructions clearly.

2. Work passes and statutory administration

• Handle work-pass applications, renewals, issuance and cancellations through authorised company channels.
• Track passport and work-pass expiry dates, medical examinations, insurance, security bonds and other applicable requirements.
• Maintain levy records and arrange required submissions and payments with accounts.
• Follow up with authorities, employment agents and service providers until matters are completed.

3. Attendance, payroll and claims

• Collect and verify attendance, timesheets, overtime, leave and allowances with supervisors.
• Prepare payroll, payslips, CPF information and relevant statutory submissions.
• Check employee claims and supporting documents.
• Resolve discrepancies before submitting payroll and payments for approval.

4. Workers’ accommodation and transport

• Handle dormitory arrangements, room allocation, tenancy renewals, check-in and check-out.
• Coordinate worker transport, airport transfers and travel arrangements.
• Arrange home leave and repatriation following management approval.
• Follow up on accommodation, transport and related worker issues.

5. Workers’ welfare, medical and insurance matters

• Arrange medical appointments, examinations and treatment when required.
• Handle medical certificates, insurance claims and work-injury claim administration.
• Coordinate with clinics, hospitals, insurers and relevant parties.
• Attend to urgent worker matters and report serious issues promptly.

6. Training and site access

• Arrange required courses, renewals, safety inductions and registrations.
• Maintain workers’ qualifications, training certificates and expiry trackers.
• Coordinate site-access applications, manpower lists and supporting documents with project teams.

7. General company and office administration

• Take charge of daily office operations, correspondence, filing and administrative records.
• Manage office supplies, stationery, equipment, utilities, telecommunications and service providers.
• Track company registrations, licences, insurance policies, subscriptions and renewals.
• Arrange servicing, repairs and other office requirements.

8. Vehicles, purchases and vendor coordination

• Maintain vehicle records and track insurance, road tax, inspections, servicing and parking arrangements.
• Obtain quotations, prepare purchase orders and coordinate approved purchases and deliveries.
• Check invoices and delivery documents, and submit complete records to accounts.
• Maintain relevant asset and equipment records.

9. Project and management administration

• Handle project administrative documents, company forms, meeting arrangements and submission records.
• Coordinate with management, project teams, suppliers and external parties.
• Maintain clear trackers for outstanding actions, approvals and deadlines.
• Handle other related worker, HR and company administrative matters assigned by management.

Requirements

• Relevant HR and administration experience; construction industry experience is preferred.
• Familiar with worker management, MOM work-pass procedures, payroll and CPF administration.
• Highly organised, detail-oriented and accurate with documents and figures.
• Strong coordination, communication and follow-up skills.
• Able to handle workers’ concerns firmly, fairly and professionally.
• Able to prioritise urgent matters and work independently.
• Proficient in Microsoft Excel, Word and digital record keeping.
• Trustworthy and discreet when handling salaries, personal information and company records.

Other

Working Arrangements Office-based, with visits to dormitories, project sites, clinics or other locations when required. Urgent worker matters may require attention outside normal office hours, including nights, weekends or public holidays.