Assistant HR Manager

About the Role The Assistant HR Manager will work closely with the HR Manager to manage the full spectrum of HR functions and provide guidance and supervision to the HR team. This role requires more than HR administration. The successful candidate must be able to independently handle complex employee and operational matters, interpret employment requirements, provide practical advice to managers, improve HR processes and complete assigned projects with minimal supervision. The role will also serve as the designated backup for agreed HR responsibilities during the HR Manager’s absence. Key Responsibilities HR Operations and Process Management Oversee critical HR processes, including payroll, attendance, recruitment, onboarding, work passes, employee benefits, training administration and offboarding. Review payroll inputs, overtime, allowances, deductions and statutory contributions for accuracy and compliance. Ensure statutory submissions, work pass transactions and critical HR deadlines are completed accurately and on time. Identify operational gaps and establish clear procedures, checklists, approval controls and backup arrangements. Provide continuity for agreed HR responsibilities during the HR Manager’s absence. Employment Compliance and HR Advisory • Monitor changes to Singapore employment legislation, MOM requirements and relevant tripartite guidelines. • Assess the impact of regulatory changes and translate them into practical HR policies, procedures and employment documentation. • Support compliance in areas including employment terms, salary practices, foreign manpower, retirement and re-employment, flexible work arrangements, workplace fairness and personal data protection. • Review existing employment practices, identify potential risks and recommend practical and proportionate actions. • Provide clear, consistent and evidence-based HR advice to managers. Employee Relations and Case Management Independently handle or support employee grievances, misconduct investigations, disciplinary matters, attendance concerns and performance issues. Conduct fact-finding, assess relevant evidence and document findings objectively. Prepare investigation records, warning letters, performance improvement plans, employee correspondence and management recommendations. Advise managers on the fair and consistent application of HR policies and procedures. Handle sensitive employee matters professionally, objectively and confidentially. Performance and Talent Management Coordinate employee confirmation, performance appraisal, promotion, salary review and performance improvement processes. Guide managers in setting clear performance expectations, providing feedback and addressing performance gaps. Support workforce planning, succession planning, employee development and retention initiatives. Assist in developing competency frameworks, career pathways and practical training plans. Recruitment and Skills-Based Selection Work with hiring managers to identify the skills, experience and competencies genuinely required for each vacancy. Prepare accurate, inclusive and fair job advertisements. Screen and assess applicants using consistent and merit-based selection criteria. Conduct structured competency-based interviews and provide evidence-based hiring recommendations. Monitor recruitment results and recommend improvements to sourcing and selection practices. Team Supervision and Capability Development Supervise, guide and develop members of the HR team. Allocate work according to operational priorities, capability and workload. Review the team’s work for accuracy, completeness and compliance. Provide timely coaching, constructive feedback and practical on-the-job training. Strengthen cross-training and backup coverage to reduce dependency on individual team members. HR Projects and Organisational Improvement Lead or support projects involving HR policy review, regulatory implementation, process redesign and HR digitalisation. Establish project scope, responsibilities, timelines and expected outcomes. Coordinate with internal and external stakeholders to implement changes and monitor adoption. Manage or support government-funded programmes, job redesign and workforce-transformation initiatives. Support HR and employment matters relating to the Company’s overseas operations, where required. HR Data, PDPA and Digitalisation Prepare accurate manpower reports, workforce analyses and management presentations. Use HR data to identify trends, operational risks and areas requiring management attention. Ensure that employees’ and job applicants’ personal data is collected, used, disclosed, stored, accessed, retained and disposed of in accordance with the Personal Data Protection Act 2012 and the Company’s data-protection policies. Maintain appropriate confidentiality safeguards and access controls for personnel files, payroll information, medical records, investigation documents and other sensitive HR information. Support the review and implementation of HR data-protection notices, retention schedules, access procedures and personal-data breach response processes. Identify and report suspected personal-data breaches promptly and support the investigation, containment and required follow-up actions. Ensure that external HR service providers and other authorised parties handle personal data appropriately. Evaluate and apply suitable HR technology, automation and AI tools to improve efficiency, data quality and reporting while maintaining appropriate data-protection controls. Core Skills The successful candidate should demonstrate the following: HR operations management Singapore employment legislation and regulatory compliance Employee relations and workplace investigations Payroll review and compensation administration Foreign manpower and work pass administration Performance and talent management Skills-based recruitment and competency-based interviewing HR policy drafting and implementation Team supervision, coaching and development Project and change management Process improvement and internal controls HR data analysis and management reporting Personal data protection and confidentiality Stakeholder management Sound judgement and problem-solving Essential Requirements At least five years of relevant HR generalist experience, with practical exposure to HR operations, payroll, employee relations, recruitment and employment compliance. Practical knowledge of Singapore employment legislation, MOM requirements and work pass administration. Experience guiding, coaching or supervising HR team members. Demonstrated ability to independently handle employee relations, performance or disciplinary matters. Ability to interpret employment requirements and translate them into practical HR actions, policies and documentation. Ability to prepare clear and accurate employee correspondence, investigation documents, reports and management papers. Strong organisational, analytical and problem-solving skills. Sound professional judgement, integrity and respect for confidentiality. Ability to manage competing priorities, work with minimal supervision and meet critical deadlines. Advantageous Experience Relevant qualification in Human Resources, Business Administration or a related discipline. Experience in an SME or an operational sector such as engineering, process services, environmental services, logistics or construction. Experience administering HR matters for a sizeable foreign-worker population. Experience with government grants, overseas HR matters, HR digitalisation, job redesign or workforce transformation. Experience adapting group or regional HR policies to different business entities while ensuring compliance with applicable local requirements. What Success Looks Like The successful candidate will be able to: Manage assigned HR operations with minimal follow-up from the HR Manager. Provide accurate, practical and timely advice on routine and moderately complex HR matters. Ensure critical payroll, work pass and compliance deadlines are consistently met. Improve the quality, consistency and documentation of HR processes. Develop the HR team’s capability to work more independently and provide effective cross-coverage. Complete assigned HR and compliance projects within agreed timelines. Provide dependable coverage for agreed HR responsibilities during the HR Manager’s absence.