Duties & Responsibilities
1. Employee Records and Personnel File Administration
• Create, maintain and update employees’ physical and electronic personnel files.
• Ensure employee documents are properly named, filed and stored in the designated folders.
• Scan, upload and archive HR documents in accordance with the established filing structure.
• Check personnel files against the required checklist and follow up on missing documents.
• Retrieve employee records and supporting documents when required by the HR team.
• Maintain proper confidentiality and security of employee information and HR documents.
2. Employee Movement Documentation
• Prepare standard HR letters and documents relating to employee confirmation, extension of probation, transfer, promotion, salary adjustment, contract renewal, resignation, cessation of employment and other approved employee movements.
• Ensure all letters are prepared using the correct approved templates.
• Check employee information against the HR system or approved staff movement records before preparing documents.
• Arrange for the required review, approval and signature.
3. Statutory Registration and Submission Support
• Prepare the required employee information and supporting documents for statutory registration and submission.
• Assist in preparing and submitting Form CP22 through e-CP22 in MyTax for applicable new employees, based on information provided and reviewed by the authorised HR representative.
• Prepare supporting information for employee cessation or tax-clearance submissions, where applicable.
• Assist in preparing employee notifications and statutory documents for submission to relevant government authorities.
• Maintain copies of submitted forms, acknowledgements and supporting documents.
• Update the statutory submission tracker and follow up on outstanding information.
• Refer unclear cases, exceptions or discrepancies to the HR Executive or Manager for further review.
4. Employment Contract E-Stamping Administration
• Prepare employment contracts and supporting information for e-stamping submission.
• Submit documents through the designated e-stamping platform after review and approval by the authorised HR representative.
• Download and file stamping certificates and acknowledgement documents.
• Update the e-stamping tracker with submission dates, status and completion details.
• Follow up on pending documents or information required for submission.
• Escalate rejected submissions, system errors or unusual cases to the HR Executive or Manager.
5. HRMS and Employee Data Support
• Update employee information in the HR system based on approved documents and instructions.
• Assist in updating employee records relating to new hires, confirmations, transfers, promotions, contract renewals, resignations and personal information changes.
• Check that information entered into the system matches the approved supporting documents.
• Report discrepancies or incomplete information to the relevant HR team member.
• Maintain supporting documents and update the relevant data trackers.
• Assist in generating basic employee listings and HR reports when required.
6. Courier and Document Delivery Administration
• Arrange courier services for HR letters, contracts and other documents.
• Prepare courier consignment notes and delivery information.
• Maintain the courier dispatch and tracking records.
• Monitor delivery status and follow up on delayed or unsuccessful deliveries.
• File proof of delivery and supporting documents.
• Compile courier invoices and supporting records for verification and payment processing.
• Report delivery issues or billing discrepancies to the relevant HR team member.
7. Employee and Departmental Support
• Respond to basic employee enquiries relating to HR documents, forms and administrative procedures.
• Direct policy-related, payroll-related or non-routine enquiries to the appropriate HR team member.
• Follow up with employees and departments on outstanding forms, documents and signatures.
• Assist in distributing HR letters, forms, announcements and other documents.
• Support the HR team in preparing documents for meetings, audits and internal reviews.
• Provide general administrative assistance to the HR Department as required.
8. Intern and Temporary Staff Coordination Support
• Assist in assigning routine administrative tasks to HR interns or temporary staff based on instructions from the supervisor.
• Explain standard filing procedures, naming conventions and document checklists.
• Check that assigned administrative work is completed and report the status to the supervisor.
• Highlight incomplete or inaccurate work for further review.
• The position does not carry formal supervisory or performance management authority.
9. Audit and Compliance Support
• Prepare and retrieve HR records requested for internal or external audit purposes.
• Check documents against the established audit or compliance checklist.
• Assist in organising supporting documents for review.
• Follow up on missing documents and update the relevant tracker.
• Report documentation gaps or compliance concerns to the HR Executive or Manager.
• Maintain proper records of documents provided for audit purposes.
10. General HR Administration
• Maintain HR forms, templates, checklists and administrative supplies.
• Assist in arranging meetings, briefings, training sessions and employee activities.
• Prepare attendance lists, registration records and supporting documents.
• Perform data entry, photocopying, scanning, printing, filing and document distribution.
• Carry out other HR administrative duties assigned by the immediate supervisor