HR & Personal Admin

HR cum Personal Assistant / Admin

Employment Type: Full-Time Location: Singapore Reports To: Director / Management

Job Summary

We are looking for a responsible, organised and resourceful HR & Personal Assistant / Admin to support the day-to-day HR and administrative functions of the company, while providing personal and executive assistance to the Director.

The ideal candidate should be highly organised, discreet, responsive and able to work independently, with the ability to handle confidential information and manage multiple tasks across different businesses and priorities.

Key Responsibilities

Human Resources

• Handle recruitment activities including job postings, screening candidates, arranging interviews and preparing employment documents.
• Coordinate staff onboarding, confirmation, resignation and offboarding matters.
• Maintain employee records, leave, attendance and HR documentation.
• Prepare employment contracts, HR letters, warning letters, confirmation letters and other staff correspondence.
• Assist with payroll preparation, CPF submissions and other HR administrative matters.
• Handle work pass applications, renewals, cancellations and related MOM matters where required.
• Monitor staff attendance, punctuality, leave and manpower requirements.
• Assist management in handling staff disciplinary and performance matters.
• Maintain confidentiality of employee and company information.
• Ensure HR practices and documentation are kept organised and updated.

Personal Assistant to Director

• Manage the Director's appointments, meetings, schedules and reminders.
• Coordinate travel arrangements, bookings and itineraries when required.
• Assist with personal appointments, errands and administrative matters.
• Follow up on outstanding matters and remind the Director of important deadlines and commitments.
• Communicate and coordinate with employees, suppliers, landlords, contractors and other external parties on behalf of the Director.
• Prepare correspondence, letters, documents and simple reports.
• Keep track of multiple ongoing matters and ensure proper follow-up until completion.
• Handle sensitive and confidential matters with discretion.

Administration & Office Support

• Handle general office administration, filing and document management.
• Maintain proper records of contracts, licences, insurance, leases and other important company documents.
• Monitor renewal and expiry dates and provide advance reminders to management.
• Coordinate with accountants, corporate secretaries, government agencies and other service providers when necessary.
• Assist with purchases, quotations, invoices and payment documentation.
• Support the administration of different business outlets and companies under the management.
• Assist in organising company meetings, events and staff activities.
• Perform other administrative and operational duties assigned by the Director.

Requirements

• Diploma or equivalent qualification in Human Resources, Business Administration or a related field preferred.
• Previous experience in HR, administration, executive assistant or personal assistant roles is preferred.
• Familiar with Singapore employment practices, CPF and MOM/work pass matters would be an advantage.
• Good command of written and spoken English.
• Proficient in Microsoft Office / Google Workspace.
• Strong organisational and time-management skills.
• Able to multitask and prioritise urgent matters effectively.
• Responsible, meticulous and able to work with minimal supervision.
• Good interpersonal and communication skills.
• High level of integrity and confidentiality.
• Resourceful and willing to take initiative rather than waiting for instructions on every task.

Ideal Candidate

We are looking for someone who is dependable and hands-on. This role suits a person who enjoys a varied working environment rather than a narrowly defined desk job.

You should be comfortable switching between HR matters, administrative work, scheduling, coordination and personal-assistant duties throughout the day.

Most importantly, you should be someone who takes ownership of tasks, follows through and gets things completed.