HR & Facilities Administrator

Job Descripton

HR duties

• Review and verify volume overtime records, ensuring accuracy based on service reports and various internal portals(iCabs, Cartrack and etc)

• Submit verified records to SG Payroll

• Address discrepancies in the excel file that will be shared to the SG Operations Supervisor/Manager

• Process invoice report and Employment Details sent by SG HR Executive

• Submit processed files to SG Finance

• Process and approve employee medical, dental,transport and benefits reimbursement claims.

• Check that invoices match claims and manage the reimbursement process.

• Correspond with employees of claims exceeding capped amount

Executive & Administrative Support

• Provide high-level secretarial support to the Managing Director and HR Director.

• Manage calendars, schedules, and appointments as required.

• Coordinate travel arrangements and accommodation for RISG.

• Process expense claims to ensure accurate and timely reimbursement.

• Handle confidential documents, sensitive materials, and daily correspondence.

• Maintain document storage operations with Crown Service and oversee office key control.

Front Desk & Visitor Experience

• Act as the primary front desk contact, delivering professional reception support.

• Welcome and host visitors to ensure a warm, polished, and hospitable environment which includes serving of beverages.

• Maintain an orderly, efficient, and welcoming front-of-house area.

Facilities & Vendor Management

• Manage facility maintenance for the Mesin and Tuas sites, keeping offices in pristine condition.

• Conduct weekly site inspections to ensure equipment and furnishings are repaired promptly.

• Manage and supervise third-party service providers, including despatch, cleaning staff and security guard.

• Oversee meeting room bookings, cleanliness, and readiness.

• Manage office asset disposal processes.

Fleet & Logistics Administration

• Oversee company vehicle administration, including traffic summonses, offences, road tax, COE renewals, and insurance renewals.

• Coordinate vehicle inspections with supervisors.

• Central contact point for all travel bookings.

Office Operations & Financial Admin

• Manage RISG petty cash, maintaining strict accountability for outgoing payments.

• Acquire proficiency in the Purchase Order (PO) system and raise POs as needed.

• Monitor and order stationeries, pantry supplies, printing paper, and custom printed items.

• Handle incoming/outgoing mail distribution across departments.

• Update office notice boards and prepare/issue staff gifts.

• Participate in Continuous Improvement Projects and perform other duties assigned by the HR Manager.

Job Requirements

• 3 years’ experience as an Office Administrator or relevant roles

• Good hands-on experience in facilities management

• Excellent command of written and spoken English

• High level of confidentiality, professionalism and diplomacy as well as excellent interpersonal and communication skills

• Proficient in Google Applications

• Good team player with positive attitude

• Meticulous and comfortable with managing large amounts of data.

• Able to work independently

Benefits

• 5 days work week (8.30am to 5.45pm)

• 16 & 18 Jalan Mesin – Macpherson – Nearest MRT: Tai Seng (Bus number to reach: 8, 62, 90, 151)

• 16 days annual leave

• AWS

• Medical and Dental benefits

• Medical Insurance Coverage