Job Description – HR / General Affairs Assistant

The HR & General Affairs Assistant provides administrative and coordination support across Human Resources, employee services, office administration and General Affairs .

The role supports the HR HOD and HR team in ensuring smooth day-to-day HR operations, effective employee onboarding and engagement, accurate maintenance of employee and administrative records, and the efficient operation of the corporate offices.

1. Key Responsibilities                                                                                                                                                                                                       

A.    General Affairs & Office Administration

• Assist in General Affairs (GA) functions for the Company’s 2 office locations
• Support the day-to-day office administrative and operational requirements
• Attend to visitors, guests, and incoming enquiries at the HQ office in Tampines

• Manage incoming and outgoing courier and postal matters , including checking the corporate mailbox and distributing correspondence to the appropriate departments.
• Ensure meeting rooms and common areas are maintained in a clean, tidy and presentable condition , coordinating with relevant service providers where necessary.
• Maintain and regularly update the company's employee contact lists, telephone directory and organization chart .
• Coordinate administrative arrangements for expense claims and corporate credit card documentation, where applicable.
• Support the processing and submission of HR and General Affairs invoices and payment documentation .
• Submit required approvals through the EP Portal and process invoices for payment through the GLOB+ system .
• Manage the replenishment and inventory of office stationery, pantry supplies and other general office consumables across the two corporate offices , ensuring appropriate stock levels and cost control.
• Coordinate general maintenance matters relating to office premises, alarm systems, furniture, fixtures and office equipment , including liaison with vendors and relevant internal departments.
• Maintain appropriate administrative records relating to vendors, invoices, purchases, office maintenance and General Affairs activities.

B. Vendor & Procurement Coordination

• Source, compare, and negotiate with suppliers and vendors for HR / GA-related supplies and services

• Coordinate purchases and support services required for daily business operations
• Monitor vendor performance and delivery timelines
• ·ssist in cost control and inventory tracking where applicable
• Payment requests submission for GA related expenses

C.    Employee Airport Pass Administration

• Support employees’ airport pass applications, renewals, replacements, and cancellations
• Ensure proper documentation and timely submissions to Airport police Division
• Maintain accurate records and tracking of airport passes validity to support Operations

D.    Uniform & Inventory Management

• Manage uniform inventory and stock tracking
• Coordinate uniform issuance and distribution to new hires
• Monitor stock levels and coordinate replenishment where necessary

E.  Workplace Upkeep & Employee Experience

• Support pantry management and office upkeep
• Ensure office aesthetics, cleanliness, and workplace environment are maintained professionally
• Coordinate maintenance and servicing of office equipment and facilities where required
• Coordinate employee welfare arrangements, including congratulatory gifts, get-well hampers, condolence wreaths and other employee welfare initiatives , in accordance with company guidelines and approved budgets.
• Support the planning and coordination of employee engagement and welfare activities.
• Coordinate sourcing, quotations, procurement and distribution of employee gifts, festive items and event-related materials , subject to approved budgets and procurement requirements.
• Maintain accurate employee-related administrative records, trackers and supporting documentation.
• Support other HR administrative duties and projects assigned by the HR HOD or AHRMs.

2.    Career Development Opportunity

 This position provides exposure to:

• General Affairs management
• Employee engagement
• HR project management support
• HR Operational administration with potential career progression into: HR Executive functions

Requirements

• Higher NITEC or Diploma or equivalent qualification
• Relevant administrative, HR, or General Affairs experience preferred but not compulsory
• Proficient in Microsoft Office applications
• Good communication and coordination skills
• Organised, detail-oriented, and proactive
• Positive service-oriented attitude and teamwork mindset

Preferred Competencies

• Ability to multitask in a fast-paced environment
• Good negotiation skills
• Customer service mindset
• Strong sense of responsibility and ownership
• Able to work independently and collaboratively

Benefits

• We offer attractive salary packages that commensurate with relevant work experience
• Annual Leave from 14 days to 18 days
• Medical Outpatient insurance coverage
• Group Hospitalization and Surgery insurance coverage
• Group Dental insurance coverage
• Performance bonuses subject to company's and individual's performances
• Birthday Leave