Admin / Associate, Human Resources Operations

Summarize / Overview of the objective of the role

This role will help provide administrative and operational support for HR activities, ensuring timely processing of employee lifecycle transactions, accurate employee records, proper HR documentation and compliance with established HR procedures.

RESPONSIBILITIES:

HR Documentation

• Prepare and issue HR letters, including employment, confirmation, promotion, transfer, promotion, re-designation and other employee-related letters.
• Prepare and administer employment contract renewals and track contract expiry dates to ensure timely follow-up.
• Monitor employee probation periods and coordinate confirmation processes, including follow-up with relevant stakeholders and issuance of confirmation letters.

HR System Administration

• Maintain and update employee information in the HR system, ensuring data accuracy and completeness.
• Process employee onboarding, offboarding and other employee lifecycle transactions in the HR system.
• Upload and maintain employee documents in electronic personnel files (P-files), ensuring proper filing and recordkeeping.

Work Pass and Contract Administration

• Monitor work permit and work pass expiry dates and coordinate timely renewals, including preparation and submission of required documentation.
• Track employment contract expiry dates and coordinate contract renewal processes with relevant stakeholders.
• Maintain accurate records of work passes, employment contracts and related documentation.

Employee Records Management

• Maintain and organize employee personnel files and HR records in accordance with established procedures.
• Conduct periodic checks to identify missing documents or discrepancies in employee records.
• Ensure confidentiality and proper handling of employee information and documentation.

HR Operations Support

• Provide administrative support for day-to-day HR operations and employee-related requests.
• Follow established HR policies, procedures and approval workflows when processing transactions.
• Support HR reporting, data collation and other administrative duties as required

REQUIREMENTS/SKILLS:

• Diploma in Human Resources, Business Administration or a related discipline.
• Prior experience in HR administration or HR operations is preferred.
• English & Mandarin preferred to liaise with Mandarin speaking colleagues in China and Hong Kong

WHAT WE'RE LOOKING FOR:

• Familiarity with HR systems and employee lifecycle processes.
• Knowledge of work pass administration and renewal processes is an advantage.
• Proficient in Microsoft Office applications.
• Meticulous, organised and able to manage multiple deadlines.
• Able to handle confidential information with discretion and maintain a high level of accuracy.