HR Administrator (HR Generalist Support)

Job Summary

To provide administrative and operational support for the day-to-day administration of the Human Resources function. The role supports the effective execution of HR processes, maintenance of accurate employee records, and timely completion of HR documentation and administrative tasks.

Key Responsibilities

HR Administration and Employee Records

• Maintain and update employee personal files, digital records, HR databases and trackers to ensure accuracy and completeness.
• Perform filing, scanning and data entry.
• Prepare standard HR letters, forms and documents using approved templates.

Recruitment and Onboarding Support

• Provide administrative support for recruitment activities, including interview scheduling, candidate coordination and document collection.
• Prepare and issue employment-related documents such as Letters of Employment.
• Assist with pre-employment documentation, onboarding checklists and employee file setup.

Employee Lifecycle Administration

• Assist with the preparation and processing of employee confirmation, extension, transfer, salary adjustment, redesignation and other employment-related letters.
• Support resignation and offboarding administration, including document preparation, record updates and exit documentation.

HR Compliance and Audit Support

• Assist in preparing employee documentation and records for internal and external audits.
• Check documents against established checklists and highlight missing, incomplete or expired records to the relevant HR personnel.
• Maintain proper document control and ensure employee information is handled confidentially.
• Support the implementation and maintenance of HR administrative procedures.

HR Operations & Administrative Support

• Assist with leave, attendance and other routine HR administrative matters.
• Support the maintenance of trackers for work pass validity, licences, training records, medical examinations and other employment-related requirements, where applicable.
• Assist in compiling HR data, preparing reports and performing basic data checks.
• Coordinate with Operations and other departments to obtain information and complete outstanding HR administrative tasks.
• Perform other HR-related administrative duties and ad hoc assignments as assigned.

Requirements

• Diploma in Human Resource Management, Business Administration or a related discipline preferred.
• Prior experience in HR administration or general administrative support will be an advantage.
• Proficient in Microsoft Office applications, particularly Excel, Word and Outlook.
• Familiarity with HR systems, digital document management and data entry.
• Good organisational skills, attention to detail and ability to manage multiple tasks.
• Able to communicate effectively and follow up with employees and internal stakeholders.
• Responsible, discreet and committed to maintaining confidentiality of employee information.
• Willingness to learn, take ownership of assigned tasks and work collaboratively in a team environment.