Assistant HR and Administrative Manager

Your tasks

We are seeking a highly organized, proactive, and detail-oriented HR & Administration Executive to support our Singapore office and regional operations. This role covers a broad range of human resources, payroll support, office administration, regulatory liaison, and regional coordination responsibilities.

The successful candidate will work closely with local and regional stakeholders, including the HR & Administrative Manager in Macau and the Administrator in the Philippines, to ensure smooth daily operations, compliance with relevant requirements, and consistent implementation of HR and administrative practices across the region.

Human Resources & Employee Lifecycle Management

• Maintain accurate and up-to-date employee records, HR databases, personnel files, leave records, employee movements, and other HR documentation.
• Manage the employee lifecycle, including pre-employment arrangements, onboarding, induction, orientation, employee transfers, offboarding, clearance, and coordination of final salary payments.
• Support recruitment activities, performance management, compensation and benefits (C&B), internal communications, and general HR administration.
• Coordinate and facilitate induction and orientation programmes to ensure a smooth and positive onboarding experience for new employees.
• Maintain an effective filing and documentation system, ensuring the confidentiality, accuracy, security, and accessibility of employee and company records.

Payroll, Claims & Financial Administration

• Support payroll preparation by ensuring the timely and accurate submission of attendance records, absences, bonuses, leave balances, and other payroll-related information.
• Assist with statutory payroll-related submissions, including Central Provident Fund (CPF) contributions and Skills Development Levy (SDL), where applicable.
• Manage petty cash and employee claims, ensuring proper supporting documentation, expense tracking, record-keeping, and preparation of Goods and Services Tax (GST) schedules.
• Assist with payroll reconciliations, audit documentation, and other finance-related administrative tasks as required.

Office Administration & Regional Coordination

• Provide comprehensive HR and administrative support for the Singapore office, ensuring efficient day-to-day operations.
• Oversee the administrative operations of the Philippines office, working closely with the on-site Administrator on payroll, recruitment, HR matters, and general office administration.
• Collaborate with the HR & Administrative Manager in Macau to coordinate regional HR and administrative activities and promote consistent practices across offices.
• Review, develop, and implement administrative policies, procedures, and work practices to improve efficiency and support business objectives.
• Coordinate meetings, appointments, business travel arrangements, company events, and other administrative activities.
• Manage correspondence, company documents, office supplies, and vendor-related matters as required.

Regulatory Liaison & Stakeholder Management

• Liaise professionally with government departments and regulatory authorities, including the Ministry of Manpower (MOM) and Gambling Regulatory Authority (GRA), as well as insurance brokers, vendors, and other external parties.
• Support the preparation and maintenance of documents required for regulatory compliance, audits, and internal reporting.
• Maintain effective communication and coordination with regional management, internal stakeholders, and external service providers.
• Handle confidential employee and company information with the highest standards of integrity, discretion, and professionalism.

Other Responsibilities

• Identify opportunities to improve HR and administrative processes, documentation systems, and operational efficiency.
• Participate in regional initiatives, special projects, and process improvement activities as assigned by management.
• Undertake other ad-hoc HR and administrative duties as required to support business and operational needs.

Requirements

• Bachelor's degree in Human Resources, Business Administration, Accounting, or a related discipline.
• Minimum of 5 years of relevant experience in HR administration, office administration, accounting support, office management, or a related field.
• Experience in payroll processing, statutory submissions, and audit support will be an advantage.
• Proficient in Microsoft Office applications; familiarity with Human Resource Information Systems (HRIS) or other HR management systems is an advantage.
• Strong written and verbal communication skills in English and Chinese. Proficiency in Chinese is essential for effective communication with Chinese-speaking clients and stakeholders.
• Excellent organizational, time-management, and multitasking skills, with strong attention to detail and accuracy.
• Professional and confident in communicating with government agencies, regulators, vendors, insurance brokers, and internal stakeholders.
• Strong analytical and problem-solving abilities, with a proactive, hands-on, and solutions-oriented approach.
• Ability to work independently, prioritize competing demands, and collaborate effectively with regional teams and management.
• High level of integrity, discretion, and professionalism when handling confidential information.
• Ability to work closely with regional leadership and contribute to the development and implementation of HR and administrative policies and procedures.
• Adaptable and comfortable working in a fast-paced environment with changing priorities, ad-hoc assignments, and special projects.

How to apply

Interested candidates are invited to submit their CV/resume, including their expected salary, to:

Email: lola.cheong@tcsjohnhuxley.com