HR & Administrative Supervisor

(Singapore) Job Description (JD)

Job Title: ​ HR & Administrative Supervisor Location: ​ Singapore Reporting Line: ​ Dotted line to China HQ HR Head / Solid line to Singapore Branch Head Team Size: ​ (Start-up phase) Position Type: ​ Full-time

Position Overview

As an early core member of the Singapore branch, you will be fully responsible for building and executing all HR and administrative operations from the ground up. This dual-role position requires a professional who can independently manage recruitment, employee relations, compliance, office operations, vendor management, and headquarters liaison.

We are looking for a proactive, detail-oriented, and self-driven individual who is fluent in both English and Chinese, possesses deep knowledge of Singapore's local HR and administrative policies and procedures, and thrives in ambiguous, fast-paced environments.

Key Responsibilities

I. Human Resources Management

1. Recruitment & Onboarding

• Develop local recruitment plans based on business needs; independently manage job postings, resume screening, interview coordination, and offer extensions.
• Handle employee onboarding procedures, including employment contract signing, work pass applications (EP/SP/WP), background checks, and new employee orientation.

2. Employee Relations & Compliance

• Maintain accurate and compliant employee records and HR information systems.
• Handle employee inquiries, prevent and manage basic employee relations issues.
• Assist in developing and updating local HR policies, including the employee handbook, leave policies, and expense reimbursement procedures.
• Ensure all HR operations comply with the Singapore Employment Act and current MOM regulations.

3. Performance & Culture (Support Role)

• Support the implementation of HQ-led initiatives in Singapore, including annual performance reviews, talent assessments, and promotion processes.
• Organize team-building activities to foster a strong, cohesive, and inclusive start-up culture.

II. Administrative Management

1. Office Operations

• Manage office space activities including site selection, lease negotiation, fit-out coordination, and ongoing maintenance of the work environment.
• Oversee office supplies procurement, fixed asset registration, mail/courier services, and housekeeping/security services.

2. Vendor & Asset Management

• Establish and manage a local vendor pool (e.g., IT equipment, office furniture, plants, drinking water, printing services), including price comparison and service evaluation.
• Safeguard and manage the archiving of company seals, licenses, contracts, and other critical documents.

3. Compliance & Government Affairs

• Manage company registration updates, business license renewal, ACRA annual return filings, and other statutory government submissions.
• Assist with tax filings, audit coordination, and other mandatory compliance matters.

4. Headquarters Liaison & Support

• Serve as the primary administrative bridge between the Singapore branch and China HQ, facilitating communication on policies, systems, and information.
• Arrange travel logistics (visas, flights, accommodation) and local reception for HQ visitors and employees on assignment.

III. General Manager Assistant Support

1. Schedule & Meeting Management

• Assist the General Manager in managing daily work schedules; arrange internal and external meetings, take meeting minutes, and follow up on action items.
• Coordinate communication and information flow between the GM and HQ, local team, and external partners.

2. Documentation & Material Preparation

• Assist in drafting, translating, and organizing documents, reports, presentation materials, and correspondence required by the GM.
• Manage document filing and information flow for the GM's office.

3. Travel & Reception Arrangements

• Assist in arranging GM's business travel, including flights, accommodation, visas, and local transportation.
• Assist in receiving visiting clients, partners, and HQ leadership, including itinerary coordination and on-site support.

4. Cross-Department Coordination & Follow-Up

• Assist the GM in tracking the progress of key initiatives across departments, providing timely feedback and driving issue resolution.
• Collect and consolidate branch operational information to provide data support for GM decision-making.

Qualifications

Required Qualifications

Language Skills:

• Must be fluent in both English and Chinese (Chinese is a mandatory requirement), with the ability to communicate seamlessly with HQ and local employees as a working language.

Education:

• Bachelor's degree or above; majors in Human Resources Management, Business Administration, Administrative Management, or related fields preferred.

Experience:

• 1-5 years of combined HR and administrative experience; experience supporting start-ups from 0 to 1 is preferred.

Policy Knowledge:

• Familiarity with Singapore's local HR and administrative policies and procedures is preferred, including but not limited to:
• Work pass application processes (EP/SP/WP)
• Singapore Employment Act and MOM compliance requirements
• ACRA annual return filings, company registration changes, and other government affairs procedures
• Tax filings, audit coordination, and other basic compliance matters

Technical Skills:

• Proficient in Microsoft Office (Excel/Word/PPT) and Google Workspace; experience with HRIS systems is a plus.

Core Competencies:

• Strong ability to work independently with a proactive mindset; capable of making autonomous decisions in ambiguous, resource-constrained environments.
• Excellent communication and coordination skills; able to effectively liaise with HQ, management, employees, and external vendors.
• High level of confidentiality awareness and compliance sensitivity.
• Adaptable to start-up pace; capable of multitasking and rapid learning.

Preferred Qualifications

• Experience supporting Chinese enterprises in establishing subsidiaries in Southeast Asia.
• Familiarity with the procedures of Singapore's Immigration & Checkpoints Authority (ICA), Ministry of Manpower (MOM), and Inland Revenue Authority of Singapore (IRAS).
• Holds HR-related certification recognized by Singapore's Ministry of Manpower (e.g., IHRP certification).

We Offer

• Competitive salary package (to be discussed)
• Direct involvement in the branch's 0-to-1 establishment as an early core member
• Flat organizational structure with flexible working arrangements
• International working environment with close collaboration between China and Singapore teams
• Significant career growth opportunities