As HR & Admin Assistant, you will support Plain Vanilla’s people operations and administrative functions by assisting with recruitment coordination, onboarding processes, HR documentation, and office administration. Reporting to the HR Business Partner, you will help ensure that HR processes run smoothly and that employee records, systems, and internal documentation are accurately maintained.

You will also provide administrative support across multiple teams — including HR, Finance, and Operations — by coordinating day-to-day administrative tasks, maintaining records, and supporting internal processes that keep the organisation running efficiently.

Key Job Duties and Responsibilities

Recruitment & Hiring Support

• Support recruitment activities including candidate sourcing and job postings across recruitment platforms such as JobsBank and Workstream.
• Assist in managing Workstream administration and recruitment systems.
• Coordinate interview scheduling between candidates and hiring managers.
• Support internship engagement administration and coordination with recruitment agencies.
• Assist with preparation of employment documentation, including:
• Part-time Key Employment Terms (KET)
• Full-time employment contracts and supporting documentation
• Assist with job description preparation and recruitment-related documentation.

Onboarding & Employee Administration

• Support onboarding processes for new hires, including:
• Sending welcome emails and announcements
• Updating Team PV WhatsApp group
• Updating EBER membership records
• Preparing new employee onboarding checklists (EDF forms, uniforms, name tags)
• Create and maintain employee profiles within StaffAny and other HR systems.
• Assign uniforms and coordinate onboarding materials with relevant teams.
• Maintain FOH onboarding checklists where required.

HR Systems & Records Management

• Maintain personnel files (P-files) and ensure employee information is accurately recorded.
• Maintain and update employee organisational structure records where required.
• Serve as Docusign administrator for employment documentation.
• Manage and update the join@plainvanilla.com.sg recruitment email alias.
• Support administration of IJOOZ AI access and internal HR systems.

Employee Administration & HR Support

• Maintain employee updates and announcements, including birthday updates and internal notices.
• Assist with probation review reminders and employee confirmation processes.
• Coordinate employee training registrations and maintain the WSQ training certificate tracker.
• Assist with preparation of HR letters, including:
• Certification of Employment
• Internship completion letters
• Letters of recommendation
• Other employment-related letters where required.

Office Administration

• Serve as a first point of contact for general enquiries, including monitoring shared email inboxes.
• Answer incoming phone calls and provide administrative support where required.
• Provide backup administrative support to the sales team where necessary.
• Assist with general office coordination and administrative tasks.

Finance & Documentation Support

• Assist with organising and filing financial documentation, including:
• Supplier invoices
• Service reports
• NETS FlashPay receipts
• Support Zeemart data export for supplier invoices (COGS) where required.
• Maintain organised filing systems for company financial and operational documents.

Operations Support

• Assist with printing and preparation of operational forms and documents for stores (e.g. 3P forms and checklists).
• Provide occasional administrative support to the Store Operations team where requested.

General

• Complete other tasks as assigned by management.

Qualifications & Experience

• Diploma or equivalent qualification in Business Administration, Human Resources, or a related field.
• 1–3 years of experience in HR administration, office administration, or recruitment support.
• Strong organisational skills with attention to detail.
• Comfortable managing multiple administrative tasks in a fast-paced environment.
• Proficiency in Google Workspace and basic HR or administrative systems.

Success Traits

• Highly organised and detail-oriented
• Strong coordination and communication skills
• Proactive and dependable in supporting multiple teams
• Comfortable managing documentation and administrative processes
• Able to work collaboratively in a fast-paced environment

Work schedule

• Monday to Friday