Human resources officer

Key responsibilities

1. Employee records & hr administration

• maintain the employee master list, personnel files, contracts, contact information, employment status, attendance, leave balances, probation dates, benefit status, and other approved hr data.

• update attendance, leave, recruitment, and document-tracking systems promptly after receiving complete and approved information.

• prepare standard hr letters, certificates, forms, contracts, confirmations, changes, and other documents using approved templates, then submit them for review or approval as required.

• file records and supporting evidence consistently so information can be retrieved quickly for payroll, management review, employee service, or compliance purposes.

• protect confidential employee information and follow role-based access, retention, and document-handling requirements.

2. Timekeeping, payroll inputs & benefits administration

• collect approved attendance, shift, leave, overtime, holiday work, commissions, allowances, deductions, unpaid leave, and employee-change information according to the monthly payroll calendar.

• check that payroll inputs are complete, internally consistent, supported by the required approvals, and reconciled against the relevant attendance or leave system.

• prepare the payroll input pack and exception list for the hr supervisor by the internal cut-off, and respond promptly to questions or requested corrections.

• maintain a clear audit trail of payroll changes and never alter pay, benefits, leave balances, employee status, or deductions without approved supporting documentation.

• process benefit enrolment, changes, claims, and employee communication for social security, group insurance, health insurance, provident fund, and other benefits where applicable.

3. Recruitment, onboarding, probation & offboarding

• post approved vacancies, screen applications against agreed criteria, schedule interviews, communicate professionally with candidates, and maintain an accurate recruitment tracker.

• collect pre-employment documents and prepare employment materials only after the required role, budget, and hiring approvals are confirmed.

• coordinate first-day readiness, orientation, policy acknowledgements, employee files, benefit registration, and the manager's onboarding checklist.

• maintain the probation calendar, issue advance reminders, prepare review documents, and follow up with managers and the hr supervisor until the process is complete.

• coordinate resignation, final working-day, clearance, exit documentation, return of company property, and relevant updates with the manager, finance, and other departments.

• support recruitment and administration for part-time, temporary, and event staff when required.

4. Government, statutory & external coordination

• prepare and coordinate social security registrations, changes, terminations, claims, and related submissions, with receipts and evidence retained.

• coordinate work permit, visa, immigration, employee group insurance, and other employment-related documentation and appointments under the supervisor's direction.

• maintain a deadline calendar for registrations, renewals, submissions, and employee document expiry dates, and escalate missing information early.

• liaise professionally with government authorities, external agencies, brokers, insurers, and service providers on routine administrative matters.

5. Employee service, engagement & communication

• serve as the first point of contact for routine employee questions on approved hr policies, procedures, documents, leave, benefits, and process status.

• acknowledge employee enquiries promptly, provide accurate information from approved sources, and escalate sensitive, disputed, or non-standard matters to the hr supervisor.

• support employee engagement activities, internal events, hr announcements, surveys, training logistics, and communication follow-up.

• provide respectful and consistent service to full-time and part-time employees while maintaining confidentiality and appropriate boundaries.

6. Performance management & hr projects

• prepare, distribute, track, and file probation, KPI & OKR, and annual performance documents; follow up on deadlines without making the manager's evaluation on their behalf.

• maintain training, development, policy acknowledgement, and other assigned employee records.

• support updates to hr policies, sops, templates, checklists, organization charts, job descriptions, and employee communication materials.

• participate actively in hr system improvements, data clean-up, reporting, automation, and other projects assigned by the hr supervisor.

7. Controls, handover & other responsibilities

• maintain an up-to-date task list, shared calendar, deadline tracker, and clear handover notes so routine work can be covered during absence.

• report to hr supervisor and directors of errors, missing approvals, employee complaints, payroll discrepancies, document expiry, or other risks promptly rather than waiting until the deadline.

Authority & escalation

• may coordinate routine processes, prepare documents, update approved records, and answer standard questions using current policies and templates.

• may not approve headcount, hiring, compensation, benefits exceptions, leave or overtime, disciplinary action, termination, policy exceptions, or other matters reserved for a manager, the hr supervisor, or management.

• must escalate sensitive employee-relations matters, disputed instructions, missing approvals, material payroll errors, potential legal or data-protection issues, and any situation that may create financial, safety, or reputational risk.