HR Associate (12 months Fixed Term Contract)

Job Description: Responsibilities:

• Manage employee personnel files, both electronic and physical, ensuring completeness and confidentiality.
• Coordinate onboarding activities including documentation, orientation scheduling, Get2know session, and record management.
• Support offboarding processes by ensuring timely completion of exit documentation.
• Collaborate with hiring managers and departments to facilitate smooth transitions.
• Prepare HR communications, including employee announcements, birthday posts, and reports.
• Handle general HR administrative duties such as ordering supplies, managing name cards, and distributing official letters.
• Support the preparation and submission of government filings under supervision.
• Assist in maintaining compliance records and supporting internal HR audits. Monitor labor law updates and provide relevant information to HR Specialists.
• Help track and follow up on work permits, visas, and expatriate documentation.
• Provide frontline support to employees on routine HR inquiries and direct complex issues to HR Specialists.
• Assist in employee engagement activities and events.
• Support the PR/PO workflow for HR-related purchases by preparing documentation and liaising with departments.
• Help track and report on procurement activities for accuracy and compliance.
• Oversee and monitor the entire process of work pass applications and renewals for expatriate employees to ensure compliance with local immigration laws and company policies.
• Coordinate with relevant government agencies and internal stakeholders to facilitate smooth and timely processing of visa and work permit submissions.
• Proactively follow up on application statuses to ensure all permits and passes are obtained and renewed without delays.
• Maintain accurate records of all visa and work permit documentation, including expat-specific documentation such as TM.30 notifications, Non-B visa permits, and 90-day reporting requirements.
• Provide regular updates and detailed reports on the status of visa and work permit applications to HR management and relevant departments.
• Support expatriate employees with visa-related inquiries and assist in resolving any issues related to immigration compliance.
• Ensure all immigration-related documentation is properly filed and updated according to regulatory requirements.
• Collaborate effectively with internal teams and external partners to complete the visa and work permit process smoothly.
• Other duties reasonably determined from time to time by the Company.

Secondary Responsibilities:

• Assist colleagues and support other HR team members in completing tasks that are primarily assigned to them, ensuring smooth and timely execution of HR operations.
• Contribute to cross-functional projects or initiatives as requested by supervisors or HR Specialists, providing assistance wherever needed.
• Collaborate with other departments and stakeholders to facilitate HR-related processes and activities, sharing information and resources as appropriate.
• Support the HR team during peak periods or special projects by temporarily taking on additional duties beyond the core responsibilities.
• Participate in team meetings and training sessions to stay informed and aligned with overall HR goals and procedures.
• Maintain flexibility and a cooperative attitude to effectively handle secondary tasks that arise, contributing to the overall success of the HR department.
• Assist in the preparation and review of documentation, reports, and communications initiated by other HR associates or specialists.
• Help track deadlines, follow up on outstanding tasks, and ensure compliance with company policies across shared responsibilities.
• Provide backup support for administrative, onboarding/offboarding, payroll, and compliance functions as required.

Qualification & Professional skills:

• Bachelor’s in Human Resources, Business Administration, or related field.