HR and Admin Executive

Key Responsibilities: Talent Acquisition & Recruitment - Manage the full recruitment cycle, including sourcing, screening, interviewing, reference checks, and onboarding. - Draft and post job advertisements on recruitment platforms. - Coordinate interviews with hiring managers and candidates. - Prepare employment offers and onboarding documentation. - Maintain talent pipelines and recruitment records. - Work closely with department heads to understand manpower requirements and hiring needs. Human Resources - Gather employee feedback, conduct exit interviews and provide recommendations for continuous improvement in employee retention and engagement. - Ensure compliance with company policies and employment regulations. - Maintain and update employee records, including: Employment forms and personnel files, Employee data and documentation, Pre-employment checks, Educational certificates, Company asset records, Identification and bank account information. - Manage employee onboarding and offboarding processes. - Update HR systems and employee databases accurately and promptly. - Update employee access control systems. - Ensure proper filing and maintenance of confidential employee records. - Handle employee declarations, including conflict of interest and asset declaration forms. Office Administration - Prepare weekly counselling services reports. - Coordinate monthly company meetings and staff engagement activities. - Organize staff welfare initiatives, team meals, festive celebrations, retreats, and annual company events. - Manage pantry supplies, office stationery, and general office inventory. - Coordinate procurement and replenishment of office supplies. - Provide administrative support across departments as required. - Cover Client Services duties during team members' absence when necessary. - Maintain records of company IT equipment and mobile phone assignments. - Coordinate user access management and support onboarding/offboarding requirements. - Assist the Data Protection Officer (DPO) in implementing and maintaining the organisation’s data protection policies, ensuring compliance with PDPA requirements, and coordinating data protection-related activities and awareness initiatives. - Serve as Fire Safety Warden, supporting fire drills, emergency evacuation procedures, and workplace safety compliance. - Perform any other HR, administrative, or related duties and responsibilities as assigned by Management from time to time. Qualifications & Experience - Minimum Diploma in Human Resource Management, Business Administration, or a related discipline. - Minimum 2 years of relevant HR and administrative experience. - Familiarity with HRIS systems and Microsoft 365 administration is an advantage. - Proficient in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams. - Strong organizational and multitasking skills with attention to detail. - Excellent communication and interpersonal skills. - Able to maintain confidentiality and handle sensitive information professionally. - Self-motivated, resourceful, and able to work independently.