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HR Department Secretary

INTERTEK TESTING SERVICES (SINGAPORE) PTE LTD

Open D19 Serangoon Garden, Hougang, Sengkang, Punggol $3,500.00 - $4,000.00

Posted: May 26, 2025

Job Description

POSITION SUMMARY

The role of the department secretary is to be the supportive force that empowers the Singapore HR team. The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. He/She will have previous experience working in an office environment, performing administrative and secretarial duties. Given the changing nature of the executive landscape, we rely on this role for flexibility and foresight.

ROLES & RESPONSIBILITIES

HR Operations

  1. Provide administrative support to daily HR operations such as:
  • Creation, regular filing and closing of physical files – physically and digitally;
  • Arrange for pre-employment checkup with appointed clinics;
  • Printing of staff pass;
  • Preparation of new joiner welcome pac;.
  • Sorting and distribution of incoming physical mails;
  • Updating and endorsing dental claims;
  • Preparation of various HR letters (visa letters, employment certifications, immigration letters, etc);
  • Assist to prepare monthly confirmation review forms for HRBPs execution;
  • Assist to prepare exit clearance forms for HRBP’s execution;
  • Data entries in HR systems when required;
  • HR invoices processing;
  • Mobile lines and phones management;
  • Assist with exit clearance (collection of company properties) in the absence of the HRBP;
  • Arrangement of wellness and congratulatory gift baskets and compassion wreath;
  • Assists with HR projects and any other duties when required.

Secretarial support

  1. End to end travel management support (flight & accommodation bookings, visa applications, ground transports etc);
  2. Assists with travel and expense reimbursement submissions through the T&E system and be available to support other team members when the needs arise;
  3. Calendar management and close follow ups;
  4. Preparation of presentations using PowerPoint, Words or Excel;
  5. Event management. Be pro-active in rendering local meeting arrangements support such as ground logistics, flight and hotel bookings, dining reservations, etc;
  6. Daily check of the common facilities (meeting rooms, phone booth, multipurpose room, pantry, recycling corner) to ensure they are clean, neat and in good order. Highlight to the Senior Admin Executive observations that need to be corrected;
  7. Assist with general office admin/facility tasks in the absence of the senior administrative executive -- managing of incoming calls, office upkeeping, meet and greet – escorting guests to the meeting rooms and helping with beverage, general courier and despatch arrangements.

JOB REQUIREMENTS / SPECIFICATIONS

  1. Diploma in business studies; must be proficient in MS Word, Excel, PowerPoint and Outlook;
  2. Tech, social media, online platforms savvy;
  3. Minimum 2 year of administrative/secretarial experience in a fast-paced environment;
  4. Proficient in the English language, both verbal and written. The ability to speak a 2nd or 3rd language will be an advantage;
  5. Positive energy, high ownership of work deliverables and dedication and commitment in driving results;
  6. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business;
  7. Strong interpersonal and communication skills, with the ability to build rapport and maintain positive relationships at all levels of the organization;
  8. Detail-oriented, resourceful, organized, analytical and able to handle multiple tasks effectively.
  9. Neat and well-structured written presentation skills (formatting, etc);
  10. Driven, and a self-starter who enjoys learning;
  11. Displays strong flexibility and adaptability to changes;
  12. Ability to work independently as well as in a team;
  13. This is not a hybrid work arrangement role;
  14. Must be able to work outside of normal working hours when required.

This is a 12 months contract role with the possibility of extension.

How to Apply

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