HR Admin Executive

Key Responsibilities 1. HR Administration - Maintain accurate and up-to-date employee records, personal particulars, employment documents, and HR files. - Prepare employment contracts, confirmation letters, staff notices, and other HR-related documents. - Maintain records of staff attendance, leave, medical leave, training, disciplinary matters, and other employee information. - Ensure HR documentation is complete, properly filed, and handled with confidentiality. - Support the implementation and administration of company HR policies and procedures. - Respond to employees' HR-related enquiries and provide timely assistance. 2. Recruitment & Onboarding - Coordinate recruitment activities for service crew, supervisors, managers, and head-office positions. - Post job advertisements through appropriate recruitment channels. - Screen applications and shortlist suitable candidates. - Coordinate interviews and communicate with candidates throughout the recruitment process. - Prepare employment documentation and coordinate pre-employment requirements. - Conduct or coordinate new employee onboarding and orientation. - Ensure new employees receive the necessary information, uniforms, systems access, and training arrangements. - Maintain recruitment records and monitor manpower vacancies. 3. Payroll & Attendance Administration - Coordinate monthly payroll preparation and ensure accurate submission of payroll information. - Maintain attendance, overtime, leave, unpaid leave, allowances, deductions, and other payroll-related records. - Work closely with management and payroll providers to resolve discrepancies. - Verify staff attendance and overtime records with Store and Area Managers. - Maintain accurate payroll documentation and ensure confidentiality of employee salary information. - Support the administration of statutory contributions and employment-related requirements where applicable. 4. Employee Relations & Engagement - Serve as a first point of contact for routine employee HR matters. - Support managers in handling employee concerns, grievances, attendance issues, and workplace matters. - Assist with disciplinary and performance management processes in accordance with company policies. - Coordinate staff communication, announcements, and HR initiatives. - Organise employee engagement activities, staff welfare initiatives, and company events. - Promote a positive, respectful, and supportive workplace culture. - Identify recurring employee issues and highlight them to management. 5. Training & Development - Coordinate employee training programmes and maintain training records. - Support onboarding and operational training for new staff. - Work with Operations Managers to identify training needs. - Coordinate external training providers where required. - Monitor completion of mandatory training and certifications. - Maintain an updated employee skills and training database. 6. Performance Management - Support the administration of employee probation and confirmation processes. - Coordinate performance review schedules and documentation. - Track employee performance review completion. - Assist managers with performance improvement documentation where required. - Maintain appropriate records of employee development and performance-related activities. 7. Staff Welfare & Benefits - Administer employee benefits, staff discounts, uniforms, and other welfare programmes. - Coordinate employee insurance or medical benefit administration where applicable. - Support staff welfare matters and assist employees with benefit-related enquiries. - Maintain accurate records of employee benefits and entitlements. 8. Office & Administrative Support - Manage day-to-day office administration and ensure the office operates smoothly. - Coordinate office supplies, equipment, stationery, and general administrative requirements. - Maintain proper filing and documentation systems. - Coordinate meetings, appointments, internal communications, and company activities. - Liaise with suppliers, contractors, service providers, and external parties when required. - Support company events, meetings, training sessions, and other administrative activities. - Assist management with reports, presentations, documentation, and other administrative tasks. 9. Outlet & Operations Support - Provide HR and administrative support to food kiosk outlets. - Coordinate manpower-related matters with Store Managers and Area Managers. - Assist with staff deployment, transfers, onboarding, and outlet manpower requirements. - Ensure outlet staff receive timely HR communication and support. - Conduct periodic outlet visits where required to understand employee and administrative needs. - Support operational teams in implementing HR policies and procedures consistently. 10. HR Compliance & Confidentiality - Ensure HR practices and documentation comply with applicable employment requirements and company policies. - Maintain strict confidentiality of employee personal, payroll, and employment information. - Keep HR policies, forms, and employee documentation properly updated. - Monitor important employment-related dates such as probation, work permits, certifications, and contract renewals where applicable. - Escalate sensitive or complex HR matters to management promptly. 11. HR Reporting & Analysis - Prepare regular HR reports covering Headcount, Staff turnover, Recruitment status, Attendance and absenteeism, Overtime, Leave utilisation, Training, and Employee costs. - Monitor manpower trends and highlight areas requiring management attention. - Provide HR data and insights to support workforce planning and business decisions. - Maintain accurate and timely HR dashboards and records. Requirements - Diploma or Degree in Human Resources, Business Administration, Management, or a related discipline. - Minimum 2–4 years of HR and administrative experience. - Experience in food & beverage, retail, hospitality, or other high-volume workforce environments is an advantage. - Experience supporting frontline or shift-based employees is preferred. - Good knowledge of HR administration, recruitment, payroll coordination, and employee relations. - Strong organisational and time-management skills. - Excellent communication and interpersonal skills. - High level of integrity and discretion when handling confidential information. - Good attention to detail and accuracy. - Able to work independently while also collaborating effectively with Operations and Management. - Proficient in Microsoft Office, particularly Excel and Word. - Experience with HRIS, payroll, attendance, or scheduling systems is an advantage. Working Conditions - Full-time position - Primarily office-based with occasional visits to food kiosk outlets - May require occasional work outside normal office hours to support recruitment, staff onboarding, training, or company events - May require weekend work when operational or recruitment activities require it