HR/Admin

Roles & Responsibilities

Job Responsibilities: Administrative, Human Resources, Payroll, and Operations Assistance

Administrative:

• Checking and purchasing office supplies/stationery, uniforms, etc.

• Issuing uniforms to Security Guards.

• Instructing newly hired officers on how to use the IREP system – check in/out.

• Inventory, recording, and filing of uniform issuance forms.

• Inventory, recording, and filing of equipment issued at the site.

• Mailing invoices, cheques, and other documents.

• Upkeep of office administrative facilities and ensuring the availability of daily office supplies/stationery.

• Handling and filing monthly billing for utilities, internet, etc.

• Attending to phone calls.

• Encoding biodata to be forwarded to Site Management.

• Communicating with Singtel and other telecom companies for inquiries, reporting technical problems, and renewing plans.

• Maintaining vehicle files and monitoring vehicle inspection, road tax, and vehicle insurance expiration.

• Enquiring/registering courses for officers.

• Filing employees’ individual documents.

• Checking/updating/encoding employees’ details on IREP.

• Advertising job vacancies on WhatsApp and Telegram.

• Assisting in checking officers’ status on PLRD and Notification for employment/cessation.

• Checking if there are any important letters in the mailbox.

• Submission of officers’ monthly attendance to site management.

• Assisting in the preparation of quotes and proposals for clients.

• Assisting in SACE preparation.

• Assisting in the renewal of PLRD and IMDA licenses.

• Emailing Ms. Erni the particulars of new officers to be deployed at Tuas South and SIC Registration.

Human Resources:

• Identifying security officer vacancies and recruitment, conducting basic interviews, and selecting applicants to be forwarded to the operations team.

• Processing documentation with the Ministry of Manpower, such as Work Permit Applications and temporary work permits.

• Notifying PLRD for employment/cessation and checking training details.

• Providing employees with information about policies, wages, opportunities for promotion, and employee benefits.

• Performing staffing duties, including dealing with complaints, termination of employees, and administering disciplinary procedures.

• Analyzing and modifying compensation and benefits policies and ensuring compliance with Ministry of Manpower requirements.

• Serving as a link between management and employees by handling questions, interpreting and administering contracts, and helping resolve work-related problems.

• Registering training for Security Officers and submitting absentee payroll through SkillsConnect.

• Maintaining records and compiling reports concerning personnel-related data, such as hires, performance appraisals, and absenteeism rates.

• Analyzing data and reports to identify and determine the causes of personnel problems and developing recommendations for improving the organization's personnel policies and practices.

• Coordinating with the Operations Manager for planning, organizing, controlling, or coordinating the Security Officers’ training activities within the organization.

• Conducting exit interviews to identify reasons for employee termination.

• Representing the organization in any matters with the Ministry of Manpower, IRAS, and CPF.

• Preparing personnel forecasts to project employment needs.

• Preparing and following budgets for security officers' operations.

• Preparing documents such as Employment Contracts, Employment Release Letters, promotions, etc.

• Submitting details/summary of Annual IR8A Employee Income Tax for each employee to Accounts.

Payroll:

• Double-checking daily attendance for site deployment (submitted by OE) and on the IREP system.

• Checking/updating/encoding daily IREP attendance records to ensure they tally with site attendance for accurate salary calculation.

• Preparing weekly payments such as advances, daily rated payments, and overtime to be paid by GIRO.

• Monitoring officers’ daily attendance on IREP to ensure no one exceeds 12 hours.

• Preparing the monthly payroll for security officers (double-checking with Excel formulas and the IREP system) – including attendance, advances, loans, CPF contributions, and leaves.

• Preparing hard /soft copy payslips to be given to the officers.

• Scanning, filing, and saving payslips and bank transactions in the system.

• Providing payroll information by answering questions and requests.

• Monthly Submission of CPF

Operations Assistance:

• Setting up clocking/patrolling site systems.

• Reviewing clocking/patrolling records and ensuring all reports are fully completed, with no omissions, by the end of the month.

• Other Operations Assistance as needed

Tell employers what skills you have

Payroll Services
legal forms
Utilities Management
office supplies
Inventory Management
Office Administration
Preparation
Financial Systems
Internet
Excel Formulas
Filing