Job Description

The HR & Admin Executive is responsible for managing day-to-day human resource and administrative operations, including recruitment, payroll, disciplinary matters, foreign worker management, staff hostel administration, and general office management.   

HR Operations (Day-to-Day)

• Manage daily HR operations to ensure smooth departmental workflow.
• Maintain and update employee records, HR databases, and personnel files.
• Handle employee onboarding, confirmation, transfers, and offboarding processes.
• Prepare HR-related letters and documentation (offer, confirmation, transfer, termination, etc.).
• Assist in organizing training, performance appraisals, and employee engagement activities.

Recruitment

• Manage end-to-end recruitment processes for local and foreign workers, including job postings, screening, interviews, and onboarding.
• Liaise with recruitment agencies, job portals, and internal departments to ensure timely hiring. 
• Manage the full payroll process to ensure timely and accurate salary disbursement.
• Verify attendance, overtime, allowances, and deductions before payroll processing.
• Handle statutory contributions and deductions 
• Prepare payroll reports and coordinate with the Finance Department on related matters.
• Prepare annual EA forms and ensure timely submission for employee income tax filing  
• Manage disciplinary issues in accordance with company policies and employment law.
• Conduct investigations and prepare relevant documentation (show cause letters, warning letters, etc.).
• Advise management on appropriate disciplinary actions and maintain related records.
• Support grievance handling and conflict resolution.

1. Foreign Worker & Staff Hostel Management

• Manage the full process of foreign worker administration including recruitment, work permit applications, renewals, and repatriation.
• Liaise with relevant government agencies to ensure compliance.
• Maintain updated records of work permits, passports, and visa expiry dates.
• Coordinate accommodation, transportation, and welfare for foreign workers.
• Oversee and manage staff hostels including room assignments, maintenance, safety, and discipline.
• Conduct regular inspections and ensure hostels comply with health and safety standards.
• Handle any issues or grievances related to hostel residents promptly and effectively. 
• Manage general administrative tasks such as office maintenance, utilities, stationery, and vendor management.
• Coordinate company events, meetings, and travel arrangements when required.
• Manage office assets and inventory records.
• Handle renewal of company licenses, insurance, and other legal documents.

Job Requirements

• Education: Diploma or Bachelor’s Degree in Human Resource Management, Business Administration, or related field.
• Experience: Minimum years of experience in HR and administrative functions.
• Skills & Competencies:
• Strong knowledge of employment laws and HR best practices.
• Experience in recruitment, foreign worker management, and payroll processing.
• Proficient in HRIS, payroll systems, and Microsoft Office applications.
• Excellent communication and interpersonal skills.
• Detail-oriented with strong organizational skills.
• Ability to handle confidential information professionally.

Skills