HR & Admin Assistant - #1166221

HR & Admin Assistant

Location: Singapore
Industry: Construction / Semiconductor Facility M&E Installation

We are a Singapore-based engineering company specialising in M&E installation works for semiconductor facilities and cleanrooms. We are currently looking for a responsible and detail-oriented HR & Admin Assistant to support the company’s HR operations, Work Permit applications and general administrative matters.

Key Responsibilities

Work Permit and Foreign Worker Administration

• Handle the full Work Permit application process, including new applications, renewals, issuance, cancellation and worker transfers;

• Submit applications through MOM systems and follow up closely on application status;

• Arrange medical examinations, Onboard Programme, SIP, CSOC and other required courses;

• Apply for and renew worker insurance, Primary Care Plan and Security Bond;

• Coordinate fingerprint registration, Work Permit card collection and employee information updates;

• Monitor Work Permit expiry dates and arrange renewals or cancellations in advance;

• Assist with levy, quota, CoreTrade, Multi-Skilling and other MOM-related matters;

• Liaise with MOM, training providers, dormitories, insurance companies and other external service providers;

• Ensure all applications and employee records comply with Singapore regulations.

Human Resources Administration

• Handle employee onboarding, confirmation, contract renewal, transfer and offboarding processes;

• Prepare employment contracts, offer letters, confirmation letters, warning letters and other HR documents;

• Maintain employee records, Work Permit documents and training certificates;

• Manage attendance, annual leave, medical leave, overtime and other employee records;

• Assist with monthly payroll checking, including overtime, allowances, deductions and CPF information;

• Monitor the expiry dates of employee training certificates and safety qualifications;

• Support recruitment activities, including posting job advertisements, screening resumes and arranging interviews;

• Respond to general employee HR enquiries and support basic employee relations matters.

General Administration

• Perform data entry, document filing, scanning and record maintenance;

• Update employee lists, Work Permit tracking records, training records and dormitory information;

• Assist with accommodation, transportation, training and other employee arrangements;

• Coordinate with project, finance and management teams on document collection and administrative follow-up;

• Carry out other HR and administrative duties assigned by management.

Requirements

• Diploma or above in Human Resources, Business Administration or a related field is preferred;

• Previous experience in Singapore HR, administration or Work Permit applications is preferred;

• Familiarity with MOM Work Permit Online, WP Online or related systems is an advantage;

• Experience in the construction, engineering or foreign worker management sector is preferred;

• Good understanding of Work Permit application, renewal, issuance and cancellation procedures;

• Proficient in Microsoft Excel, Word and email communication;

• Good communication skills as the role requires handling bilingual documents and communicating with employees and management;

• Detail-oriented, responsible and able to follow up on tasks independently;

• Good organisational skills and a strong awareness of confidentiality;

• Able to manage multiple tasks in a fast-paced working environment.

Preferred Qualities

• Strong sense of responsibility and good execution skills;

• Able to monitor deadlines, permit expiry dates and important application milestones;

• Proactive in identifying, following up and reporting issues;

• Willing to learn Singapore employment regulations and construction-sector Work Permit requirements;

• Stable, patient and able to communicate effectively with employees of different nationalities.

Salary

Salary will be discussed based on the candidate’s experience and ability to independently handle the full Work Permit application process.

Interested candidates should submit their resume and provide the following information:

1. Current or last-drawn salary;

2. Expected salary;

3. Availability or notice period;

4. Experience in handling the full Work Permit application process;

5. Current work pass status.