Office Administration and HR Coordinator

About the Company

Our client is an expanding technology firm offering innovative solutions in the electric utilities industry. Currently, they are growing their presence internationally by developing operations in Singapore.

Job Overview

The role of Office Administration and HR Coordinator is pivotal in managing human resources, administrative functions, and local financial coordination for the Singapore office. Ideal for someone who thrives on independent work and enjoys designing operational procedures in a fast-paced and growing setting.

Key Responsibilities

• Serve as the main liaison for HR, administration, and finance matters within the Singapore branch.
• Oversee daily office activities such as managing facilities, vendor relationships, office supplies, business travel, and general administration duties.
• Handle expense tracking, petty cash, invoice processing, and coordination of local financial tasks.
• Ensure compliance with Singapore’s employment laws and workplace regulations, including those stipulated by the Ministry of Manpower.
• Liaise with building management, external suppliers, service providers, and relevant government authorities.
• Administer work pass applications, immigration matters, onboarding, and relocation procedures for international hires.
• Maintain comprehensive employee records and document management within HR and administrative systems.
• Support employee engagement programs such as team building events, offsite activities, and initiatives that foster workplace culture.
• Advocate company values and help cultivate a cooperative and positive office environment.
• Manage payments to local vendors and coordinate with regional or global finance teams to meet statutory and accounting compliance.
• Contribute to the creation and implementation of scalable HR, administrative, and financial processes to support office expansion.

Challenges to Address

• Setting up HR, administration, and finance management frameworks in a new office with minimal existing infrastructure.
• Handling immigration, work pass, and relocation requirements for an internationally diverse workforce.
• Coordinating multiple disciplines including HR, administration, and finance without dedicated local teams.
• Managing a variety of evolving priorities related to office operations, employee needs, and finance within a lean and developing organization.
• Staying updated on changing employment laws, workplace regulations, and Ministry of Manpower mandates.
• Developing processes that are adaptable and support ongoing growth in Singapore.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Human Resources, Finance, or a similar field.
• Postgraduate qualification such as an MBA is advantageous but not mandatory.
• One to three years of practical experience in office management, HR operations, finance support, or a comparable generalist role.
• Experience in technology, engineering, energy, utilities, or startup sectors is a plus.
• Well-rounded skill set with the ability to independently manage HR, office administration, and fundamental finance tasks.
• Strong knowledge of Singapore employment laws, work pass processes, and Ministry of Manpower regulations.
• Highly organised, proactive, resourceful, and capable of juggling multiple responsibilities effectively.
• Exceptional attention to detail with the aptitude for creating structured processes and maintaining precise records.
• Excellent interpersonal and communication skills, promoting collaboration across teams.
• Ability to work productively with remote and cross-functional teams globally.
• Comfortable adapting to a dynamic, entrepreneurial, and fast-changing workplace environment.