Admin & HR Executive

About the Role

We are looking for a highly organized, proactive, and dependable Admin & HR Executive to support the day-to-day operations of our growing technology and semiconductor business. This role is suitable for someone who enjoys working in a fast-paced environment and is comfortable handling a broad range of responsibilities across office administration, HR coordination, management support, vendor coordination, documentation, and basic finance/operations. The successful candidate will work closely with management and provide the administrative backbone needed to keep the company organized and running efficiently.

Key Responsibilities

1. Office Administration &Operations

• Manage the day-to-day administration of the Singapore office.
• Maintain office supplies and general office requirements.
• Coordinate with landlords, building management, service providers, suppliers, and contractors.
• Manage office expenses, invoices, quotations, purchase orders, and administrative records.
• Arrange courier services, shipments, meeting rooms, business cards, stationery, and other office requirements.
• Maintain proper filing systems for company documents, contracts, quotations, invoices, and records.
• Coordinate company meetings, internal events, customer visits, and office activities.
• Ensure the office is organized, professional, and ready for customers and business partners.
• Support travel arrangements, accommodation, transportation, and logistics for management and employees when required.

1. HR & Employee Administration

• Support the full employee administration process, including onboarding and offboarding.
• Prepare employment-related documents, employee records, and HR forms.
• Maintain accurate and confidential employee files.
• Coordinate work pass, employment pass, and other relevant administrative matters with external agencies or service providers where required.
• Maintain employee leave, attendance, and basic HR records.
• Coordinate payroll information and work with the company's payroll/accounting provider.
• Assist with employee benefits, insurance, medical claims, and other HR administration.
• Coordinate employee training, company activities, and staff engagement initiatives.
• Support recruitment activities, including job postings, interview scheduling, candidate communication, and onboarding arrangements.
• Help ensure company HR policies and administrative procedures are properly implemented.

1. Management & Business Support

• Provide day-to-day administrative support to management.
• Coordinate meetings, calendars, appointments, and business travel.
• Prepare meeting materials, presentation materials, reports, and administrative documents.
• Follow up with internal and external parties on outstanding actions and deadlines.
• Maintain management trackers for projects, quotations, contracts, NDAs, customer requirements, and other business activities.
• Assist management in preparing proposals, quotations, customer documents, and business presentations.
• Support communication and coordination with customers, suppliers, technology partners, government agencies, and business partners.
• Support exhibitions, conferences, customer visits, and business events.
• Assist management in coordinating activities with government and industry organizations.
• Handle confidential business information professionally and maintain a high level of discretion.

Requirements

• Bachelor's Degree in Business Administration, Human Resources, Operations, or a related discipline.
• 3-5 years of relevant experience in administration, HR, office management, operations, or a similar role.
• Experience working in a technology, engineering, semiconductor, manufacturing, or B2B environment would be advantageous.
• Strong organizational and time-management skills.
• Good written and verbal communication skills in English.
• Proficient in Microsoft Office, especially Excel, PowerPoint, and Word.
• Comfortable working with documents, spreadsheets, quotations, invoices, and business correspondence.
• Able to communicate professionally with customers, suppliers, vendors, and external organizations.
• High level of confidentiality, integrity, and attention to detail.
• Able to work independently with minimal supervision.
• Proactive, resourceful, and willing to take ownership of tasks.
• Comfortable handling multiple priorities in a growing company environment.

Preferred Skills

• Experience with Singapore HR and employment administration.
• Familiarity with payroll, CPF, leave administration, and employee benefits.
• Experience coordinating with government agencies, corporate service providers, or external consultants.
• Basic understanding of procurement, accounting, and corporate administration.
• Experience supporting senior management or a small/medium-sized company.
• Experience in a startup or fast-growing company environment.