Admin Assistant (HR and Finance)

Job Title: Admin Executive (HR and Finance

Location: Singapore
Salary Range: SGD $2,500 – $3,000 per month
Employment Type: Full-Time

Job Overview

We are looking for an organised and dependable Admin Executive to support our HR, Finance and Payroll functions. This role is central to keeping the company's administrative operations running smoothly — from managing work pass applications and renewals, to assisting with invoicing and quotations, to supporting day-to-day HR and payroll administration. The ideal candidate is detail-oriented, comfortable handling confidential information, and able to juggle multiple administrative priorities.

Key Responsibilities

Work Pass Administration

• Handle the end-to-end application, renewal, and cancellation of Work Permits, S Passes, and Employment Passes via MOM's Work Pass Online (WPOL) system
• Track work pass expiry dates and proactively initiate renewals to avoid lapses
• Prepare and submit supporting documents for new hire work pass applications, including medical checkups and security bonds where applicable
• Maintain up-to-date records of foreign worker quotas, levies, and work pass status
• Liaise with MOM, agents, and relevant authorities on work pass matters and compliance queries

Training & Course Administration

• Apply for and renew mandatory courses and certifications for workers (e.g. safety courses, skills certifications) in a timely manner to ensure compliance with regulatory requirements
• Track course and certification expiry dates, and coordinate with training providers on scheduling and enrolment

Finance Support – Invoicing & Quotations

• Assist in preparing, issuing, and tracking customer invoices and quotations in a timely and accurate manner
• Follow up on outstanding payments and support basic accounts receivable/payable administration
• Liaise with vendors and clients on billing queries, purchase orders, and payment matters
• Maintain organised records of invoices, quotations, receipts, and other finance documents
• Support the finance team with basic data entry and expense claim processing

HR & Payroll Administration

• Support monthly payroll processing, including CPF contributions, claims, and statutory submissions
• Compile and verify workers' timesheets, ensuring accuracy of attendance and working hours for payroll processing
• Follow up with supervisors/workers on discrepancies or missing timesheet entries
• Maintain and update employee records, personnel files, and the HR database