Position Overview

The HR & Admin Executive Officer is responsible for supporting the Human Resources and Administrative functions of the organization. The role includes handling day-to-day HR operations, employee administration, recruitment coordination, and office administration matters.

This position requires the ability to communicate effectively in Japanese and English to liaise with Japanese management, headquarters, and Japanese expatriate staff, as well as local employees and external stakeholders.

Key Responsibilities

Human Resources

• Assist in recruitment activities including job postings, resume screening, interview coordination, and onboarding arrangements.
• Prepare employment documentation including employment contracts, confirmation letters, and HR related correspondence.
• Maintain and update employee records, HR databases, and personnel files.
• Support work pass administration including Employment Pass (EP), S Pass, Work Permit applications, renewals, and cancellations.
• Coordinate employee onboarding and offboarding processes.
• Assist in payroll preparation, leave administration, and benefits coordination.
• Support HR initiatives such as training coordination, employee engagement activities, and performance management processes.
• Ensure compliance with Singapore employment regulations and company HR policies.

Administrative Functions

• Provide general administrative support to management and office operations.
• Coordinate office facilities, supplies procurement, and vendor management.
• Assist in organizing company events, meetings, and training sessions.
• Maintain proper documentation and filing of administrative records.
• Liaise with internal departments and external vendors for administrative matters.

Japanese Communication & Coordination

• Act as a liaison between Japanese management / headquarters and local employees.
• Assist in translation or interpretation between Japanese and English when required.
• Support administrative arrangements for Japanese expatriate staff (e.g. relocation support, housing coordination, documentation assistance).

Requirements

• Diploma or Degree in Human Resources, Business Administration, or related field.
• Minimum 2–5 years of relevant HR or administrative experience.
• Proficiency in Japanese (spoken and written) to liaise with Japanese management and HQ.
• Good knowledge of Singapore employment practices and MOM regulations is an advantage.
• Strong organizational, communication, and interpersonal skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Ability to handle confidential information with professionalism.