HR & Admin Assistant

The Talent People x JSIT-PE

The Talent People is proud to partner with JSIT-PE, a government initiative aimed at strengthening Singapore’s Precision Engineering sector by addressing manpower challenges and fostering industry growth.

By applying for our job opportunities, you’re joining a strategic effort to enhance Singapore’s Precision Engineering landscape.

Roles & Responsibilities

Job Summary:

We are looking for a proactive HR & Admin Assistant to join our HR department. The ideal candidate will assist with a variety of administrative tasks related to HR functions, including attendance reporting, overtime management, leave tracking, handling office supplies, and supporting staff claims, among other responsibilities. This role will require attention to detail, strong organizational skills, and a proactive approach to maintaining smooth HR operations. The candidate should be adaptable to take on additional tasks such as covering reception duties and managing office inventory.

Key Responsibilities:

HR & Administrative Support:

• Attendance Management: Prepare and maintain attendance reports, coordinate will all department managers ensuring all employee attendance records are accurately updated.
• Overtime Reports: Generate and manage overtime reports, tracking overtime hours worked and ensuring compliance with company policies.
• Leave Reports: Assist in tracking and managing employee leave records (sick leave, vacation leave, etc.), ensuring accurate leave balances are maintained.
• Invoice Management: Handle invoice management related to HR and office expenses, ensuring timely submission and accurate record-keeping.
• Company Groceries & Supplies: Manage the purchase and distribution of company groceries and office supplies, ensuring adequate stock levels are maintained.
• Office Equipment: Oversee the procurement and maintenance of office equipment, including ordering new equipment when needed and coordinating repairs.
• Staff Claims: Support in processing and managing staff claims such as medical claims, e-claims for reimbursements, and other employee reimbursements.
• Uniforms & Safety Gear: Ensure the timely distribution of company uniforms and safety shoes to staff, keeping track of inventory and ensuring compliance with company standards.
• Recreation Committee Support: Assist in organizing and coordinating employee engagement activities and events for the recreation committee, helping to foster a positive work culture.
• Medical Claims: Assist in processing medical claims for employees and managing claim-related records.
• Assist in workplace health safety activities such as arranging Audiometric Tests for the production staff, annual health screening, etc.

Other Duties:

• Mail Management: Handle incoming and outgoing company mail, ensuring it is distributed to the appropriate departments or individuals in a timely manner.
• Reception Cover (Ad-hoc): Provide reception cover on an ad-hoc basis, handling front-desk duties such as greeting visitors, answering calls, and managing office inquiries.
• BCA License Renewal: Ensure the timely renewal of the BCA (Building and Construction Authority) license and other regulatory documentation as required.

Vendor Management for Maintenance:

• Vendor Selection & Coordination: Manage relationships with external vendors for office maintenance services (e.g., cleaning, waste management, pest control, etc).
• Maintenance Scheduling: Coordinate and schedule regular maintenance activities, ensuring that office equipment and facilities are well-maintained.
• Vendor Performance Monitoring: Track the performance of maintenance vendors, ensuring timely service delivery and quality maintenance work.
• Invoice Management for Maintenance: Ensure that maintenance service invoices are submitted, checked, and processed accurately and on time.
• Cost Control: Assist in monitoring and controlling costs associated with maintenance services, ensuring that they remain within budget.

Requirements:

• Education: Diploma in Business Administration, Human Resources, or a related field. A Degree in any discipline will be an added advantage.
• Experience: At least 6years of experience in an administrative role, preferably within an HR or office environment.
• Skills and Competencies:Excellent organizational skills with the ability to manage multiple tasks simultaneously.
  Attention to detail and accuracy, especially in handling reports, invoices, and employee claims.
  Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  Ability to manage office inventory and supplies effectively.
  Time management skills with the ability to prioritize tasks and meet deadlines.
  Strong communication skills (both written and verbal), with the ability to interact professionally with all levels of staff and management.
  Ability to handle confidential information with discretion.
  Previous experience with attendance management systems and HR software is a plus.
  Adaptability to take on various administrative tasks, including coverage of reception duties.
  Proactive and willing to go the extra mile.
  

The Talent People 24C2589