Admin executive
Administrative Executive (HR, Payroll & Operations Support)
Position Summary
The Administrative Executive plays a critical role in supporting the company's daily administrative, human resource, payroll, and operational functions. The incumbent will ensure efficient office administration, employee record management, regulatory compliance, payroll accuracy, and operational coordination to support the effective deployment and management of security personnel across multiple client sites.
Key Responsibilities
- Administration & Office Management
Manage the procurement, inventory, and issuance of office supplies, stationery, uniforms, and operational equipment.
Maintain accurate records of uniform and equipment issuance, ensuring proper documentation and asset accountability.
Conduct orientation for newly hired Security Officers on the use of the Integrated Reporting and Employee Record (IREP) system, including clock-in and clock-out procedures.
Maintain organized filing systems for employee records, administrative documents, licenses, vehicle documentation, and operational records.
Coordinate the mailing and dispatch of invoices, cheques, official correspondence, and other company documents.
Ensure the smooth upkeep of office facilities and maintain adequate office supplies for daily operations.
Process and maintain records of monthly utility, internet, telecommunications, and other administrative expenses.
Manage incoming telephone calls, emails, and general enquiries, providing timely assistance and directing matters to the appropriate personnel.
Prepare and submit employee biodata and deployment documentation to clients and site management.
Liaise with telecommunications providers regarding service inquiries, fault reporting, contract renewals, and account management.
Maintain company vehicle records and monitor inspection schedules, road tax renewals, insurance policies, and servicing requirements.
Coordinate training course enrolments and registrations for security personnel.
Update and maintain employee information within the IREP system and other company databases.
Advertise job vacancies through various recruitment channels including WhatsApp, Telegram, online job portals, and social media platforms.
Monitor company correspondence and ensure prompt attention to important notices received through mail or electronic communication.
Prepare and submit monthly attendance records and supporting documentation to clients as required.
Support the preparation of business proposals, tender submissions, quotations, and SACE-related documentation.
Assist in the application and renewal of regulatory licenses including PLRD and IMDA licenses.
Coordinate onboarding documentation and client registration requirements for newly deployed officers.
- Human Resources Administration
Support recruitment activities including manpower sourcing, candidate screening, conducting preliminary interviews, and arranging interviews with the Operations Team.
Process and maintain employee documentation, including employment contracts, appointment letters, confirmation letters, promotion letters, and cessation documents.
Handle work pass applications, renewals, and related documentation with the Ministry of Manpower (MOM).
Coordinate employment and cessation notifications with the Police Licensing & Regulatory Department (PLRD) and verify officers' licensing and training status.
Provide employees with information regarding company policies, compensation, benefits, training opportunities, and employment conditions.
Assist in employee relations matters, including disciplinary actions, grievance handling, counselling, and employee engagement initiatives.
Maintain compliance with employment legislation, regulatory requirements, and company policies.
Serve as a liaison between management and employees in resolving workplace issues and communicating organizational updates.
Register personnel for mandatory security training and administer absentee payroll claims through SkillsConnect and relevant training platforms.
Maintain and analyse HR records, including recruitment, absenteeism, turnover, performance appraisals, and training records.
Generate HR reports and provide recommendations to improve manpower planning, employee retention, and workforce effectiveness.
Coordinate with Operations Management on staffing plans, training schedules, and manpower deployment requirements.
Conduct employee exit interviews and prepare reports on employee turnover trends.
Liaise with government agencies, including MOM, CPF Board, IRAS, and regulatory authorities on employment-related matters.
Support workforce planning and manpower forecasting to meet operational requirements and business growth objectives.
Assist in preparing annual personnel budgets and manpower cost projections.
Prepare annual IR8A submissions and employee income declarations for finance and statutory reporting purposes.
- Payroll Administration
Verify daily attendance records submitted by Operations Executives against records captured in the IREP system.
Update and reconcile attendance records to ensure payroll accuracy and compliance with employment regulations.
Monitor officers' working hours and ensure adherence to regulatory and contractual requirements, including maximum allowable working hours.
Process weekly payments including salary advances, daily-rated wages, allowances, overtime payments, and other approved claims.
Prepare and administer monthly payroll, including attendance verification, leave administration, CPF contributions, deductions, loans, advances, overtime calculations, and other payroll adjustments.
Generate and distribute electronic and hard-copy payslips in a timely and confidential manner.
Maintain payroll records, supporting documentation, bank transaction reports, and audit trails.
Respond to payroll-related enquiries and resolve salary discrepancies professionally and promptly.
Prepare and submit monthly CPF contributions and related statutory filings within prescribed deadlines.
Support payroll audits and ensure compliance with Singapore employment and payroll regulations.
- Operations Support
Assist the Operations Team in setting up site clocking, attendance, and patrol monitoring systems.
Monitor and review patrol verification records, attendance reports, and operational compliance reports to ensure accuracy and completeness.
Support manpower deployment coordination and maintain operational records for security assignments.
Assist in operational reporting, compliance monitoring, and client documentation requirements.
Work closely with Operations Managers and Site Supervisors to ensure smooth daily operations and service delivery.
Provide administrative support for incident reporting, investigations, audits, and regulatory inspections.
Perform additional operational and administrative duties as assigned by Management.
Preferred Qualifications & Competencies
Diploma or Degree in Business Administration, Human Resource Management, or a related field.
Minimum 2-3 years of experience in Administration, HR, Payroll, or Operations Support.
Experience in the security industry will be an added advantage.
Familiarity with MOM, CPF, IRAS, PLRD, and IMDA regulatory requirements.
Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
Strong payroll and data management skills with attention to detail.
Excellent organizational, communication, and interpersonal skills.
Ability to multitask and manage multiple deadlines in a fast-paced environment.
Strong sense of confidentiality, professionalism, and accountability.
Key Success Factors
High level of accuracy in payroll and employee records management.
Strong regulatory compliance awareness.
Effective coordination between HR, Operations, Finance, and Clients.
Proactive problem-solving and excellent administrative efficiency.
Commitment to supporting operational excellence and workforce engagement.