Human Resource & Administration Executive

Job Purpose

To support and carry out the day-to-day Human Resource and Administration functions of Lewe Engineering Pte. Ltd., including recruitment, employee lifecycle administration, payroll support, work pass administration, employee records, leave and benefits administration, and general office administration.

The incumbent will work under the guidance ofthe Group Human Resource and Administration Manager to ensure HR and administrative activities are carried out accurately, efficiently and in accordance with Company policies and applicable Singapore employment requirements.

A. Human Resource Management

1. Support and handle day-to-day HR operations and HR administrative activities.
2. Coordinate employee lifecycle processes including onboarding, confirmation, transfer, promotion, salary adjustment, contract renewal, resignation, termination and offboarding.
3. Prepare employment-related documents including employment contracts, offer letters, confirmation letters, promotion and salary adjustment letters, contract renewal letters, resignation acceptance letters, HR memorandums and other HR correspondence.
4. Maintain accurate and up-to-date employee personnel records in both digital and physical formats.
5. Update employee information in the Company's HRIS/HRMS and ensure records are maintained accurately and on a timely basis.
6. Administer employee attendance, leave, medical leave and other employment records.
7. Support the implementation and administration of Company HR policies, procedures and employee handbook requirements.
8. Attend to general employee HR enquiries and provide appropriate information or assistance.
9. Assist the Group Human Resource and Administration Manager in handling employee relations, grievance, disciplinary and performance-related matters.
10. Provide documentation and administrative support for HR investigations and disciplinary processes where required.
11. Support HR compliance with applicable Singapore employment legislation, Ministry of Manpower (MOM) requirements and Company policies.
12. Assist in liaison with relevant government authorities, service providers and external parties on HR-related matters where required.
13. Prepare regular and ad-hoc HR reports, employee information and manpower data as required by Management.
14. Perform other HR-related duties assigned by the Group Human Resource and Administration Manager or Management.

B. Talent Acquisition

1. Support the end-to-end recruitment process based on approved manpower requirements.
2. Prepare and coordinate job advertisements through approved recruitment platforms, including MyCareersFuture and other recruitment channels where applicable.
3. Source and conduct preliminary screening of candidates based on approved job requirements.
4. Coordinate interview arrangements between candidates and Hiring Managers.
5. Maintain recruitment records including applications, interview arrangements, candidate assessment records and recruitment status.
6. Assist in preparing employment offers and coordinate pre-employment documentation.
7. Support recruitment activities in accordance with applicable MOM requirements and the Fair Consideration Framework (FCF), where applicable.
8. Coordinate new employee onboarding, orientation and required employment documentation.
9. Assist in conducting or coordinating employee exit interviews and maintain relevant exit records.
10. Prepare recruitment and manpower information to support Management's workforce planning requirements.

C. Payroll and Statutory Administration

1. Assist in and coordinate the monthly payroll process to ensure payroll information is complete, accurate and submitted within the required timeline.
2. Compile and verify payroll inputs including attendance, leave, allowances, overtime/additional work payments, salary adjustments, deductions and other relevant payroll information.
3. Assist in the preparation and submission of CPF contributions and other applicable statutory payroll requirements.
4. Support employment income reporting and other employee tax-related administration with IRAS, where applicable.
5. Maintain accurate payroll records and supporting documentation.
6. Coordinate with the Finance Department on salary payments, employee reimbursements and other payroll-related matters.
7. Respond to routine employee payroll enquiries and refer complex matters to the Group Human Resource and Administration Manager where necessary.
8. Support payroll administration in accordance with applicable Singapore requirements, employment terms and Company policies.

D. Work Pass and Foreign Employee Administration

1. Assist in and coordinate Singapore work pass matters including Employment Pass (EP), S Pass, Work Permit and other applicable passes.
2. Prepare and process work pass applications, renewals, cancellations and other related transactions through the relevant MOM systems under the guidance of the HR Manager.
3. Monitor work pass validity and maintain accurate tracking records to ensure timely renewal or cancellation.
4. Coordinate required documentation, medical examinations, insurance and other work pass-related requirements where applicable.
5. Maintain accurate foreign employee and work pass records.
6. Assist the Group Human Resource and Administration Manager in liaison with MOM and other relevant government agencies on work pass matters where required.
7. Support monitoring and administration of applicable foreign workforce quota and levy matters where relevant.
8. Assist in maintaining recruitment and supporting documentation required for foreign manpower applications.

E. Performance Management

1. Assist in coordinating the Company's performance appraisal exercises.
2. Distribute and collect performance appraisal documentation and monitor completion status.
3. Follow up with Department Heads and employees to ensure appraisal exercises are completed within the required timeline.
4. Maintain accurate performance appraisal records and documentation.
5. Provide administrative support for performance improvement plans and other performance-related matters under the guidance of the Group Human Resource and Administration Manager.
6. Assist in preparing performance-related information and reports as required by Management.

F. Compensation and Benefits Administration

1. Support the administration of employee compensation and benefits in accordance with employment contracts and Company policies.
2. Assist in administering employee medical benefits, insurance, allowances and other approved benefits.
3. Coordinate employee insurance enrolment, addition, deletion and claims administration where required.
4. Maintain accurate employee benefits and insurance records.
5. Assist in salary review, annual increment and other compensation exercises as directed by the Group Human Resource and Administration Manager.
6. Attend to routine employee enquiries relating to benefits and entitlements.

G. Leave and Attendance Administration

1. Administer employee leave including annual leave, medical leave, childcare leave, maternity leave, paternity leave and other applicable leave categories.
2. Monitor employee attendance, lateness, absenteeism and leave records.
3. Ensure employee leave and attendance records are accurately updated in the HRIS/HRMS.
4. Support leave administration in accordance with applicable statutory requirements, employment terms and Company policies.
5. Prepare leave and attendance reports for Management when required.
6. Follow up with employees and Department Heads on outstanding attendance or leave matters where necessary.

H. Training and Employee Development

1. Assist in coordinating internal and external employee training programmes.
2. Maintain employee training records, attendance records and certificates.
3. Coordinate training registration, schedules, venues and other administrative arrangements.
4. Assist the Group Human Resource and Administration Manager and Department Heads in compiling employee training requirements.
5. Support employee development and HR initiatives implemented by the Company.

I. Administrative Management

1. Handle and coordinate day-to-day general office administrative activities.
2. Monitor office supplies, stationery, equipment and other administrative requirements.
3. Coordinate office repairs, maintenance and servicing requirements with relevant vendors or contractors.
4. Coordinate employee business travel arrangements, accommodation, transportation and visa applications where required.
5. Assist in organising Company events, meetings, employee activities and other corporate functions.
6. Handle incoming and outgoing correspondence and maintain proper administrative documentation.
7. Assist in coordinating the renewal of Company vehicle road tax, insurance, licences, certificates and other administrative requirements where applicable.
8. Maintain accurate records of Company office assets and administrative inventories.
9. Maintain proper digital and physical filing systems.
10. Liaise with landlords, building management, vendors, contractors and service providers on routine administrative matters.
11. Provide administrative support to the Group Human Resource and Administration Manager and Management when required.
12. Assist in preparing meeting agendas, minutes and supporting documentation.
13. Perform other administrative and ad-hoc duties assigned by the Group Human Resource and Administration Manager or Management.

Requirements:
Preferred Education : Diploma/Degree/Professional Diploma in Human Resources Management, Business Administration or related discipline.

Additional Education: Experience in foreign worker recruitment and onboarding.

Professional Experience(required): 1–2 years of relevantworking experience in Human Resources and/or Administration. Fresh graduateswith relevant internship or practical HR experience may also be considered.

Additional Experience(optional: Some hands-on exposure toHR operations such as recruitment, onboarding, employee records, leaveadministration, payroll support and general HR administration.

Knowledge and Skills:

1. Basic knowledge of Singapore employment practices and applicable employment legislation; willingness to learn and keep updated with regulatory requirements.

2. Basic knowledge or exposure to MOM work pass applications, including EP, S Pass and/or Work Permit, will be an advantage.

3. Basic knowledge or exposure to Singapore payroll and CPF administration will be an advantage.

Computer Skills:

1. Proficient in Microsoft Office applications, particularly Excel, Word, PowerPoint and Outlook.

2. Experience or exposure to HRIS/HRMS systems is preferred.

Languages: Good command of written andspoken English. Additional languages will be an advantage.

Mobility : As and when required