HR Office Admin Specialist
Job Summary
The HR Office Admin Specialist will support HR operations and daily office administration for a well-established European ship owner in Singapore. Responsibilities include managing employee records, recruitment coordination, payroll assistance, and office facility management. The ideal candidate will provide professional support to employees and stakeholders while maintaining confidentiality and operational efficiency.
Responsibilities
- Manage HR operations (onboarding, offboarding, payroll, contracts)
- Oversee office administration, facilities, and vendor coordination
- Assist in recruitment coordination and interview scheduling
- Support travel logistics, visa coordination, and company events
- Serve as point of contact for employee HR and admin inquiries
Required Skills
- 2-5 years of HR/Office Admin experience
- Understanding of Singapore employment practices
- Strong organizational and attention-to-detail skills
- Excellent communication for international stakeholder management
- Proactive and capable of working independently
Job Details
Responsibilities
HR Administration & Operations
- Support day-to-day HR operations, including employee records, onboarding, offboarding, employment contracts, work pass administration and HR documentation.
- Assist with recruitment coordination, including interview scheduling, candidate communication and onboarding preparation.
- Maintain and update HR systems, employee files and internal HR trackers accurately.
- Support payroll preparation by coordinating monthly employee changes, leave records, claims and benefits information.
- Assist with HR reporting, employee letters, insurance matters and internal HR processes.
Office Administration
- Oversee general office administration and ensure smooth daily office operations.
- Liaise with vendors, suppliers, building management and external service providers.
- Manage office supplies, facilities coordination, courier arrangements, meeting room bookings and general office support.
- Support travel arrangements, hotel bookings, visa coordination and related logistics for employees and visitors.
- Assist with company events, internal meetings, staff engagement activities and ad hoc administrative projects.
Employee Support & Coordination
- Act as a point of contact for employees on HR and office administration matters.
- Coordinate with regional/global stakeholders when required.
- Ensure HR and office processes are handled in a professional, timely and confidential manner.
- Support management with ad hoc HR, administrative and operational tasks.
Requirements
- Diploma or Degree in Human Resources, Business Administration or a related field.
- Around 2–5 years of experience in HR administration, office administration or a combined HR/Admin role.
- Prior experience in shipping, maritime, logistics, trading or a multinational environment will be advantageous.
- Good understanding of Singapore employment practices and general HR processes.
- Strong organizational skills with good attention to detail.
- Comfortable handling both hands-on administrative work and employee-facing HR support.
- Good communication skills and able to work with international stakeholders.
- Proactive, reliable and able to work independently in a lean office environment.