HR & Administration Supervisor

HR & Administration Supervisor

Location:​ Singapore

Reporting Line:​ Dotted line to HR Head (China HQ) / Solid line to General Manager (Singapore Branch)

Team Size:​ Start-up phase

Employment Type:​ Full-time

Position Overview

As an early core member of the Singapore branch, you will be fully responsible for the end-to-end setup and day-to-day execution of local HR and administrative operations. This role requires dual capabilities in both HR and administration, covering recruitment, employee relations, compliance, office operations, vendor management, and HQ coordination independently.

We are looking for a candidate with fluent bilingual proficiency in Chinese and English, solid knowledge of Singapore's local HR and administrative policies and procedures, and the ability to proactively drive initiatives in ambiguous environments with a rigorous, hands-on approach.

Key Responsibilities

I. Human Resources Management

1. Recruitment & Onboarding

• Develop local recruitment plans based on business needs; independently manage job postings, resume screening, interview arrangements, and offer issuance
• Handle employee onboarding procedures, including employment contract signing, work pass applications (EP/SP/WP), background checks, and new hire onboarding programs

2. Employee Relations & Compliance

• Maintain employee files and HR information systems, ensuring data integrity and compliance
• Address employee inquiries, prevent labor disputes, and manage basic employee relations matters
• Assist in developing and updating local employee handbooks, leave policies, reimbursement regulations, and other HR policies
• Ensure all HR operations comply with Singapore's Employment Act and the latest MOM regulations

3. Performance & Culture (Supporting Role)

• Support HQ in rolling out annual performance reviews, talent reviews, and promotion processes in Singapore
• Organize team-building activities to foster cultural integration and cohesion within the start-up team

II. Administration Management

1. Office Operations

• Manage office site selection, lease negotiation, renovation coordination, and daily office environment maintenance
• Oversee office supplies procurement, fixed asset registration, courier/mail handling, and housekeeping/security services

2. Vendor & Asset Management

• Establish and manage a local vendor pool (IT equipment, office furniture, plants, drinking water, printing services, etc.), conducting price comparisons and service evaluations
• Manage company seals, licenses, contracts, and document archiving

3. Compliance & Government Affairs

• Handle company registration changes, business license renewals, ACRA annual filing, and related government submissions
• Assist with tax filing, audit coordination, and other statutory compliance matters

4. HQ Coordination & Support

• Serve as the administrative liaison between the Singapore branch and China HQ, facilitating the flow of policies, systems, and information
• Assist with visa, flight, hotel arrangements, and local reception for HQ business travelers

III. General Manager Assistant Duties

1. Schedule & Meeting Management

• Manage the General Manager's daily schedule; arrange internal and external meetings, take minutes, and follow up on action items
• Coordinate communication and information flow between the GM, HQ, local teams, and external partners

2. Documentation & Materials

• Assist in drafting, translating, and organizing documents, reports, presentations, and correspondence for the GM
• Manage document filing and information flow for the GM's office

3. Travel & Reception Arrangements

• Arrange the GM's business travel, including flights, hotels, visas, and local transportation
• Assist in receiving visiting clients, partners, and HQ leadership, managing itineraries and on-site support

4. Cross-Department Coordination & Follow-Up

• Assist the GM in tracking the progress of key initiatives across departments, providing timely feedback and driving issue resolution
• Collect and consolidate branch operational information to support GM decision-making

Qualifications

Required Qualifications

Language Skills:

• Fluent in both Chinese and English (Chinese is a mandatory requirement); ability to communicate seamlessly with HQ and local employees as a working language

Education:

• Bachelor's degree or above; majors in Human Resources Management, Business Administration, Administrative Management, or related fields preferred

Experience:

• 3+ years of combined HR and administration experience; experience supporting start-ups from 0 to 1 is preferred

Policy Knowledge:

• Familiarity with Singapore's local HR and administrative policies and procedures is preferred, including but not limited to:Work pass application processes (EP/SP/WP)Singapore Employment Act and MOM compliance requirementsACRA annual filing, company registration changes, and other government affairs proceduresTax filing, audit coordination, and other basic compliance matters

Tools:

• Proficient in Microsoft Office (Excel/Word/PPT), Google Workspace; experience with HRIS systems is a plus

Core Competencies:

• Strong ability to work independently and drive initiatives proactively; capable of making autonomous decisions in ambiguous, resource-constrained environments
• Excellent communication and coordination skills to effectively engage with HQ, management, employees, and external vendors
• High level of confidentiality awareness and compliance sensitivity
• Adaptable to start-up pace; capable of handling multiple tasks simultaneously with rapid learning ability

Preferred Qualifications

• Experience supporting Chinese enterprises in establishing subsidiaries in Southeast Asia
• Familiarity with processes at Singapore's Immigration & Checkpoints Authority (ICA), Ministry of Manpower (MOM), and Inland Revenue Authority of Singapore (IRAS)
• IHRP certification or other MOM-recognized HR credentials

We Offer

• Competitive compensation package (to be discussed)
• Direct participation in the 0-to-1 establishment of the branch as an early core member
• Flat organizational structure with flexible working arrangements
• International working environment with close collaboration across China and Singapore teams
• Significant career growth opportunities