HR Administration Executive

About the Role

Join Hellmann Worldwide Logistics, a global logistics service provider committed to sustainable impact and employee-centered values. We are looking for an HR Administration Executive to deliver precise, timely, and confidential support across the entire employee lifecycle and daily HR functions. This role includes managing recruitment administration, onboarding, offboarding, employee records, work pass coordination, leave and benefits management, payroll data inputs, training, employee engagement, compliance reporting, and general HR administrative tasks in line with company policies and Singapore employment regulations.

Primary Responsibilities

• Organize job advertisements, application processing, interview scheduling, candidate communications, and recruitment documents.
• Assist with employment reference verifications, background checks, pre-employment medicals, and preparing offer documentation.
• Accurately and confidentially maintain candidate files and recruitment tracking systems.
• Collaborate with hiring managers and candidates to ensure timely recruitment processes.
• Prepare employment contracts, onboarding forms, induction agendas, personnel records, and related correspondence.
• Arrange onboarding logistics with relevant teams including system access, ID issuance, equipment setup, workspace allocation, orientations, and mandatory briefings.
• Monitor probation statuses and draft letters related to confirmations, extensions, transfers, promotions, and salary revisions.
• Manage resignations and terminations including exit clearances, asset returns, work pass cancellations, and record archiving.
• Update HR systems, trackers, and internal registries promptly for any employee status changes.
• Maintain comprehensive physical and digital personnel records ensuring data accuracy, security, and timely access.
• Oversee HR information systems, employee directories, leave databases, contract timelines, emergency contacts, and document expiry monitoring.
• Ensure compliance with document retention, confidentiality, and data protection policies.
• Generate routine HR reports, including headcount statistics, employee movement summaries, and audit files.
• Gather and verify payroll inputs monthly such as new hires, departures, attendance, leave, overtime, allowances, deductions, and other employee data for payroll processing.
• Manage leave and attendance records and respond to standard employee queries about entitlements and processes.
• Administer employee benefits, including medical and insurance enrollments, renewals, claims handling, and related paperwork.
• Assist with government and statutory submissions such as childcare leave, parental leave, National Service make-up pay, and applicable schemes.
• Reconcile HR-related invoices and maintain appropriate supporting documents for approvals and audits.
• Coordinate work pass issuance, renewals, transfers, cancellations, mandatory medical exams, and documentation for foreign staff.
• Track work pass expiration and renewal dates, escalate issues proactively.
• Support maintenance of statutory employment records, payroll documentation, and compliance filings.
• Monitor regulatory updates affecting employment requirements and update internal procedures accordingly under HR leadership guidance.
• Facilitate training administration including nominations, registrations, logistics, attendance tracking, evaluations, claims, and recordkeeping.
• Support performance review processes by managing schedules, templates, reminders, completion tracking, and document filing.
• Assist in employee engagement activities, internal communications, recognition programs, wellness initiatives, and company functions.
• Collect and compile employee feedback and participation data for HR management analysis.
• Serve as the initial contact point for routine HR inquiries, escalating complex or policy-sensitive issues appropriately.
• Prepare various HR correspondence, certificates, reports, presentation materials, records, and meeting documents.
• Support enforcement and communication of HR policies, handbooks, procedures, and internal controls.
• Maintain strict confidentiality when handling sensitive employee information.
• Support internal and external audit preparations, ISO standards adherence, risk evaluations, and compliance inspections.
• Manage HR supplies, vendor records, purchase requests, invoice processing, and departmental document management.
• Undertake additional tasks and HR projects as directed by leadership.

Decision-Making Responsibilities

• Manage routine HR administrative tasks within agreed policies, service standards, and deadlines.
• Communicate authorized HR information and follow up on outstanding requirements.
• Correct routine data inconsistencies after verification with supporting documentation.
• Escalate sensitive matters such as employee relations, payroll anomalies, legal interpretations, data breaches, and work pass issues to management.
• Refrain from committing the company to employment terms or actions without formal approval.

Knowledge and Process Requirements

• Familiarity with HR practices related to recruitment, onboarding, employee records, leave, payroll input, benefits, training, performance management, and offboarding.
• Understanding of Singapore employment laws, statutory record-keeping, CPF processes, work pass administration, fair employment principles, data protection, and workplace safety regulations.
• Knowledge of confidentiality principles, document control, approval workflows, audit trails, and records retention.
• Capability to interpret company policies and adhere strictly to procedures and escalation protocols.
• Experience in logistics, freight forwarding, or multinational organizations is a plus.

Skills and Personal Attributes

• Excellent organizational, planning, time management, and task follow-through competencies.
• High precision and attention to detail when managing employee data and documentation.
• Effective communication skills with a professional customer service outlook.
• Integrity, discretion, sound judgment, and strong commitment to confidentiality.
• Ability to handle multiple priorities and recurring deadlines in a dynamic environment.
• Resourceful problem-solving approach and eagerness to acquire new knowledge.
• Ability to work autonomously and collaboratively with diverse stakeholders including employees, managers, vendors, and government bodies.
• Strong numerical and administrative aptitude required for payroll data inputs, claims, reporting, and reconciliation.

Education and Experience

• Diploma or degree in Human Resource Management, Business Administration, or related fields.
• Preferably possesses 1 to 3 years of relevant experience in HR administration or operations.
• Experience supporting payroll inputs, work pass management, employee records, onboarding, and offboarding is advantageous.
• Good command of spoken and written English; additional language skills beneficial depending on business needs.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Familiarity with HR information systems, government portals, electronic filing, and reporting tools is a plus.

Working Relationships

• Internal: Collaborates closely with the Head of HR & Compliance, line managers, employees, and teams in Finance, IT, Operations, Administration, along with regional or shared service units.
• External: Liaises with candidates, recruitment agencies, training providers, insurers, benefits suppliers, payroll vendors, medical providers, auditors, and government entities.

Performance Indicators

• Ensures accuracy and completeness of employee records, HR system data, and personnel documentation.
• Completes onboarding, confirmations, employee changes, offboarding, and work pass procedures promptly.
• Delivers precise and timely payroll inputs, leave management, claims processing, reports, and invoice documentation.
• Complies strictly with document control, confidentiality, statutory deadlines, and internal protocols.
• Responds swiftly and efficiently to employee and manager inquiries within established service standards.
• Manages training, performance review, and engagement activities according to schedule.
• Keeps audit findings, overdue tasks, and avoidable errors minimal.

Work Environment

This position is primarily office-based but may require occasional after-hours support for urgent employee matters, payroll deadlines, onboarding tasks, audits, company events, or other business needs.