HR - HR Executive / HR Assistant

Activate Interactive Pte Ltd (Activate) is a leading technology consultancy headquartered in Singapore with a presence in Malaysia and Indonesia.Our clients are empowered with quality, cost-effective, and impactful end-to-end application development, like mobile and web applications, and cloud technology that remove technology roadblocks and increase their business efficiency.

We believe in positively impacting the lives of people around us and the environment we live in through the use of technology. Hence, we are committed to providing a conducive environment for all employees to realise their full potential, who in turn have the opportunity to continuously drive innovation.

We have opportunities for you to grow your career path and are looking for talented professionals to join our team.

Overall Role Objectives

To provide comprehensive administrative support to the HR team and the larger organisation in executing HR functions efficiently, with a focus on HR policies & processes administration and compliance, HR records and documentation management, foreign workers passes administration, staff welfare and benefits administration, training co-ordination, and staff onboarding/offboarding.

The role aims to provide smooth HR operations while maintaining accurate records and facilitating effective communication with staff.

Additionally, the HR Executive / Assistant will assist in implementing HR initiatives that contribute to a positive workplace culture and organisational success.

Foreign Workers Compliance Administration

Key Tasks:

. Handle the application, renewal, and cancellation of foreign workers passes, including S Pass, Employment Pass, and Work Permit, as well as tax clearance and other related compliance matters.

. Liaise with relevant government authorities and manage the end-to-end application process, including addressing any additional compliance requirements.

HR Records & Documentation Management

Key Tasks:

. Manage and maintain staff E-files, ensuring that all staff records, contracts, and documentation are up-to-date.

. Ensure HR documentation is organised and stored confidentially.

. Ensure HR policies & processes are organized and filed systematically for easy retrieval. Where applicant, they should also be made available for staff general access and references.

. Assist in preparing employment contracts, termination paperwork, and onboarding/offboarding documentation.

. Maintain and update HR databases with staff details, ensuring data accuracy and confidentiality.

. Track staff changes such as promotions, terminations, and transfers.

. Generate and analyse HR data and reports as required.

HR Reports and Correspondence

Key Tasks:

. Assist in the preparation of HR reports, and official correspondence.

. Maintain accurate and timely updates of HR metrics for reporting purposes.

. Support the HR team with documentation for performance reviews and staff appraisals.

HR Calendar Event & Meeting Coordination

Key Tasks:

. Organise and schedule HR-related meetings, including interviews, performance reviews, and internal events.

. Coordinate HR events such as staff learning, onboarding programmes, HR roundtable with staff, and company-wide events.

. Assist with scheduling and ensuring proper documentation for all HR-related engagements.

Onboarding and Offboarding Process

Key Tasks:

. Onboarding for New Joiners:

i. Manage the onboarding process for new hires, including internships, ensuring a smooth transition into the company.

ii. Conduct new staff inductions to familiarise them with company policies and culture.

. Offboarding for Departing Staffs:

i. Handle offboarding procedures for departing staffs, ensuring compliance with exit protocols and finalising necessary paperwork.

ii. Conduct exit interviews to gather feedback and insights from departing staff.

Staff Queries and Support

Key Tasks:

. Respond to staff inquiries such as HR policies, benefits, procedures, payroll-related issues, etc.

. Provide timely and accurate information to staffs about company policies and processes.

Benefits Administration

Key Tasks:

. Assist in managing staff benefits programmes, including health insurance, wellness initiatives, etc.

. Process staff benefit enrolments, changes, and terminations.

Ensure staff receive timely communication regarding available benefits and respond to benefit-related inquiries.

Education & Certifications

Minimally a Diploma in Human Resources Management (or equivalent), with an Advanced Diploma or relevant HR certifications or administrative certifications (e.g., IHRP certification, Payroll Management, Advanced MS EXCEL Skills certification, etc) being highly advantageous.

Experience

1 to 4 years of experience in an HR support role, preferably with focus on tasks such as HR records and documentation management, HR event management/co-ordination, foreign workers passes administration, and staff onboarding/offboarding.