Human Resource Specialist

Department: HR

Reports To: Senior Corporate Development Officer

Key Responsibilities

• Support day-to-day HR and administrative operations across the employee lifecycle.
• Assist with talent acquisition and recruitment activities.
• Coordinate employee onboarding and offboarding processes.
• Support payroll processing and ensure accurate and timely payroll administration.
• Maintain and update employee records and HR documentation.
• Handle work pass administration and related HR processes.
• Coordinate training and development activities.
• Administer employee benefits and related matters.
• Support employee engagement activities and initiatives.
• Ensure compliance with company policies and employment regulations.
• Prepare and maintain HR reports and records.
• Provide responsive HR support to employees and managers.
• Ensure HR processes are accurate, timely, efficient, and well-organised.

Duties and Responsibilities

Talent Acquisition:

• Support the end-to-end recruitment process, including job posting, applicant screening, interview coordination, reference checks and preparation of hiring documentation.
• Assist in drafting, reviewing and updating job descriptions and job specifications.
• Coordinate pre-employment documentation and follow up on recruitment approvals and hiring requirements with relevant stakeholders.
• Maintain the recruitment tracker and applicant records, ensuring recruitment information is accurate and up to date.

Training and Development:

• Support the implementation of training plans based on identified business and employee development needs.
• Organise and coordinate internal and external training programmes, workshops and seminars, including training logistics and materials.
• Liaise with training providers and internal stakeholders and administer training-related documentation and claims, where applicable.
• Maintain accurate training records, monitor attendance and support post-training evaluations to assess training effectiveness.

HR Operations and Payroll:

• Manage employee lifecycle administration, including new hires, probation confirmation, contract renewal, internal transfers, promotions, salary adjustments, resignations and terminations, ensuring documentation and system updates are completed accurately and on time.
• Maintain accurate and up-to-date employee records, personnel files and HR system information, including personal particulars, attendance, leave and employment changes.
• Coordinate employee onboarding, orientation and offboarding, including preparation, issuance and collection of the required documents and company items.
• Handle the full monthly payroll process, including verification of attendance, overtime, allowances, deductions, leave and other payroll inputs to ensure accurate and timely salary payment.
• Administer attendance, leave and overtime records and follow up with employees and Department Heads on discrepancies or outstanding approvals where required.
• Administer employee benefits, including medical insurance, leave benefits, employee claims and other company benefits.
• Handle Work Pass applications, renewals and cancellations, and maintain accurate foreign manpower, quota and pass-expiry records and trackers.
• Monitor probation, contract and Work Pass expiry dates and coordinate the required reviews, renewals and documentation in a timely manner.
• Prepare employment contracts and HR letters, including confirmation, promotion, transfer, salary adjustment and other employment-related correspondence.
• Maintain organisation charts, employee listings, headcount information and manpower records, and prepare regular HR reports covering headcount, turnover, recruitment, leave, absenteeism, overtime and payroll information.
• Support annual HR exercises such as performance appraisal, salary review, bonus administration and manpower budgeting by preparing employee data and documentation.
• Respond to general employee enquiries relating to payroll, leave, benefits, policies and HR procedures, and escalate complex matters where appropriate.
• Support HR process improvement, digitalisation and the responsible use of AI or automation tools to improve the efficiency and accuracy of routine HR processes.

Employee Engagement and Company Events:

• Plan, coordinate and organise company events and employee activities, including festive celebrations, anniversary dinners, team-bonding activities and other company-wide events.
• Coordinate employee engagement initiatives, surveys and communication activities, and support follow-up actions arising from employee feedback.
• Support employee recognition, welfare and staff activities, including coordination with vendors and internal stakeholders as required.

Compliance and Governance:

• Support internal and external audits and ensure that HR records and supporting documents are complete, accurate and readily available.
• Support timely and accurate statutory submissions and maintain records required under applicable employment and regulatory requirements.
• Administer and reinforce compliance with company policies, procedures and guidelines, including requirements issued by Head Office.
• Support workplace health and safety administration, including safety communication, incident documentation and follow-up actions where required.
• Maintain confidentiality of employee and payroll information and ensure appropriate handling of sensitive HR records.

Administration:

• Provide general HR and administrative support, including management of HR/office supplies, departmental correspondence and incoming enquiries.
• Manage corporate uniforms, including vendor sourcing, ordering, printing, stock control and issuance to employees.
• Coordinate HR and administrative vendors, quotations, purchase requests and invoice documentation for approved activities and services.
• Assist in preparing HR reports, presentations, employee communications and correspondence.
• Perform other HR and administrative duti