HR & Administration Executive

Recruitment & Manpower Planning

• Handle end-to-end recruitment activities, including job posting, screening, interviews, selection and onboarding.

• Coordinate manpower planning according to business and operational requirements.

• Prepare employment offers, employment agreements and related documentation.

• Monitor probation, confirmation, transfer, promotion and termination processes.

Employee Administration

• Maintain accurate and up-to-date employee personal files and HR records.

• Manage employee attendance, leave, overtime and other HR-related records.

• Maintain and update HRIS / HR system information.

• Prepare employment-related letters, memos and HR documentation.

• Ensure proper documentation of employee movements and status changes.

Payroll & Employee Benefits

• Coordinate monthly payroll processing and ensure payroll information is accurate and timely.

• Administer employee salary, allowances, deductions, overtime and other benefits.

• Coordinate BPJS Kesehatan and BPJS Ketenagakerjaan registration, contribution and employee-related matters.

• Monitor employee claims, benefits and other payroll-related matters.

• Liaise with Finance to ensure timely and accurate payroll processing.

Indonesian Labour Law & Statutory Compliance

• Ensure HR practices and employment documentation comply with applicable Indonesian manpower regulations.

• Maintain and update employment contracts, company regulations and other statutory HR documents.

• Monitor changes in Indonesian labour laws and regulations and advise management accordingly.

• Liaise with Disnaker and other relevant government authorities when required.

• Assist in handling labour inspections, government enquiries and other statutory matters.

Expatriate & KITAS / Work Permit Administration

• Handle and coordinate KITAS and work permit applications, renewals and related processes for foreign employees.

• Coordinate with immigration authorities, Ministry of Manpower, government agencies, agents and other relevant parties.

• Prepare and maintain documents relating to RPTKA, Notifikasi, KITAS, work permits and other expatriate requirements, where applicable.

• Monitor expiry dates of passports, KITAS, work permits and other immigration documents to ensure timely renewal.

• Coordinate immigration appointments, interviews, BAP and other required procedures.

• Assist expatriates with immigration, employment, accommodation, registration and other related administrative matters.

• Ensure all expatriate employment and immigration documentation is properly maintained and compliant with applicable regulations.

Tax / Pajak Administration

• Coordinate with Finance / Tax team on employee-related Pajak (tax) matters.

• Assist in the administration of PPh 21 for employees, including expatriate employees.

• Ensure employee tax information and supporting documents are properly maintained.

• Assist with employee tax registration, tax documentation and correspondence with DJP (Direktorat Jenderal Pajak) when required.

• Coordinate with external tax consultants / tax agents on HR-related tax matters.

• Monitor tax regulation changes that may affect employee payroll, benefits and expatriate employment.

• Assist in resolving employee-related payroll and tax issues in coordination with Finance / Tax.

Employee Relations & Discipline

• Handle employee grievances, complaints and workplace issues.

• Support management in handling disciplinary cases and employee misconduct.

• Prepare warning letters, counselling records and other disciplinary documentation where required.

• Promote positive employee relations and a professional working environment.

• Assist management in resolving employee and manpower issues effectively.

Performance Management

• Coordinate employee probation and confirmation evaluations.

• Support the performance appraisal process.

• Maintain performance records and follow up on performance improvement requirements.

• Assist management in manpower planning, promotion and succession planning.

Training & Development

• Identify training needs together with department heads.

• Coordinate internal and external training programmes.

• Maintain employee training records and monitor training effectiveness.

• Support employee development and career progression initiatives.

General Administration & Employee Welfare

• Handle general office and employee administration matters.

• Coordinate employee welfare activities, company events and staff engagement programmes.

• Manage employee-related facilities, accommodation and other administrative arrangements where applicable.

• Support management in resolving general administrative and operational matters.

HR Reporting & Data Analysis

• Prepare regular HR reports including:

o Headcount

o Recruitment status

o Employee turnover

o Attendance and absenteeism

o Overtime

o Leave

o Payroll-related information

o Training

o Expatriate / KITAS status

• Maintain accurate HR records and provide HR data and analysis to management.

• Monitor key HR indicators and highlight significant issues or trends.

Government & External Liaison

• Liaise with Disnaker, BPJS, Immigration, Ministry of Manpower, DJP and other relevant government authorities on HR-related matters.

• Coordinate with external HR consultants, recruitment agencies, immigration agents, tax consultants and other service providers.

• Ensure timely submission of required documents and applications.

Other Responsibilities

• Provide HR advice and support to management and department heads.

• Handle urgent employee, manpower and operational HR issues promptly.

• When facing an employee, manpower or operational issue, focus on “How can we solve this?” and identify practical solutions rather than focusing on reasons why it cannot be done.

• Prioritise tasks according to urgency and business impact, ensuring critical matters are completed first rather than handling all tasks at the same normal pace.

• Perform other HR, General Administration and related duties as assigned by management.

• Must able to communicate with English.