Admin Assistant (HR and Finance)

Job Title: Admin Executive (HR and Finance

Location: Singapore
Salary Range: SGD $2,500 – $3,000 per month
Employment Type: Full-Time

Job Overview

We are looking for an organised and dependable Admin Executive to support our HR, Finance and Payroll functions. This role is central to keeping the company's administrative operations running smoothly — from managing work pass applications and renewals, to assisting with invoicing and quotations, to supporting day-to-day HR and payroll administration. The ideal candidate is detail-oriented, comfortable handling confidential information, and able to juggle multiple administrative priorities.

Key Responsibilities

Work Pass Administration

• Handle the end-to-end application, renewal, and cancellation of Work Permits, S Passes, and Employment Passes via MOM's Work Pass Online (WPOL) system
• Track work pass expiry dates and proactively initiate renewals to avoid lapses
• Prepare and submit supporting documents for new hire work pass applications, including medical checkups and security bonds where applicable
• Maintain up-to-date records of foreign worker quotas, levies, and work pass status
• Liaise with MOM, agents, and relevant authorities on work pass matters and compliance queries

Training & Course Administration

• Apply for and renew mandatory courses and certifications for workers (e.g. safety courses, skills certifications) in a timely manner to ensure compliance with regulatory requirements
• Track course and certification expiry dates, and coordinate with training providers on scheduling and enrolment

Finance Support – Invoicing & Quotations

• Assist in preparing, issuing, and tracking customer invoices and quotations in a timely and accurate manner
• Follow up on outstanding payments and support basic accounts receivable/payable administration
• Liaise with vendors and clients on billing queries, purchase orders, and payment matters
• Maintain organised records of invoices, quotations, receipts, and other finance documents
• Support the finance team with basic data entry and expense claim processing

HR & Payroll Administration

• Support monthly payroll processing, including CPF contributions, claims, and statutory submissions
• Compile and verify workers' timesheets, ensuring accuracy of attendance and working hours for payroll processing
• Follow up with supervisors/workers on discrepancies or missing timesheet entries
• Maintain and update employee records, personnel files, and the HR database
• Assist with onboarding and offboarding administration, including new hire documentation and exit formalities
• Administer leave applications, medical claims, and other employee benefits records
• Support preparation of HR letters, memos, and simple reports (e.g. IR8A/tax filing support) as required

General & Ad-hoc Administration

• Manage office supplies, procurement, and vendor coordination
• Handle incoming correspondence, filing, and documentation for the office
• Provide ad-hoc administrative support to management and other departments as required, and assist with other duties as assigned from time to time

Requirements

• Diploma or higher in Business Administration, Human Resources, or a related field
• At least 1–2 years of relevant experience in an admin, HR, or finance support role (candidates with work pass handling experience preferred)
• Familiarity with MOM's Work Pass Online (WPOL) system and Singapore employment regulations
• Proficient in Microsoft Office (Excel, Word, Outlook); familiarity with accounting/invoicing or payroll software is an advantage
• Meticulous, organised, and able to manage multiple tasks and deadlines
• Good written and verbal communication skills
• A team player who can also work independently with minimal supervision
• Discreet and trustworthy when handling confidential HR and financial information