Lead Officer, HR & Admin Shared Services

Role overview

This position plays a key part in delivering shared services support across HR operations and administration. The successful candidate will handle internship and scholarship administration, manage the lifecycle of casual employees, support work pass-related processes, and coordinate business travel arrangements. The role is also responsible for maintaining compliance with internal policies, relevant regulations, and service timelines while providing dependable support to stakeholders.

Key responsibilities

• Manage the full internship process from start to finish, including joining and exit arrangements.
• Work with schools, educational institutions, and internal teams to coordinate internship placements.
• Support scholarship programmes such as ITE scholarship administration, including applications, tracking, and renewal handling.
• Keep accurate records, files, and reports related to internship and scholarship activities.
• Help create a positive experience for interns and scholarship recipients through engagement support.
• Oversee business travel administration by handling related policies, forms, and reservation requirements.
• Liaise with travel agencies, vendors, and travel insurers for bookings, amendments, and travel support.
• Ensure travellers follow business travel rules and cost guidelines.
• Maintain travel documentation and records for reporting and audit purposes.
• Administer onboarding, offboarding, and related processes for casual staff.
• Update employee records accurately and ensure systems are kept current.
• Coordinate contract preparation, extensions, and end-of-contract processing for casual employees.
• Respond to queries on casual employment matters as a first point of contact.
• Support work pass applications, renewals, and cancellations in line with regulatory requirements.
• Coordinate with authorities and employees to ensure documents are complete and accurate.
• Monitor application progress and follow up promptly to avoid delays.
• Keep proper records and supporting documents for audit and compliance checks.
• Cover reception duties when needed and assist with front-desk coverage.
• Take on other administrative tasks or special projects assigned by the supervisor.

Requirements

• Diploma in Business Administration, Human Resources, or a similar discipline.
• At least 1 to 3 years of experience in administrative support or HR-related roles.
• Knowledge of HR practices and employment regulations will be an advantage.
• Strong planning and organisational ability with a careful eye for detail.
• Comfortable handling several priorities at once and working to deadlines.
• Good verbal and written communication, along with strong interpersonal skills.
• Proficient in Microsoft Office tools.
• Open to fresh polytechnic graduates; prior relevant experience will be advantageous.

Terms and conditions

This is a 2-year contract role with the potential for renewal. Only shortlisted candidates will be contacted.

Additional information

The role is based onsite in Singapore, Singapore. It involves HR and administrative shared services support, with responsibility across internships, scholarships, casual employee administration, work passes, business travel coordination, and reception coverage.