Assistant / Manager, HR Operations

Job Purpose

• To ensure that staff records (on HRIS and Personnel files) are well maintained (accurate and current) and secured, in accordance with HR/Payroll policies and procedures, and audit standards.
• To achieve operational excellence by providing professional, pro-active and timely HR services to line departments, in collaboration with HR Business Partners.
• To ensure that all HR services are delivered promptly and well, to keep routine HR operations moving smoothly
• To oversee and administrate overall HR System, and liaise with system vendors for troubleshooting, enhancements, etc.
• To provide operational oversight for HR Ops workstreams, and optimise workflows and processes where necessary

Responsibilities

In collaborations with HR Admin team, oversee and complete end-to-end process for:

• On-boarding (new hires);
• Maintain e-personnel file (ensure completeness, and compliance with document management and audit standards)
• Confirmation;
• Contract Renewal (local / foreigners / convert to perm);
• Inter-department Transfers;
• Employment Conversion (eg from Full-Time to Part-Time)
• Retirement Re-employment
• Off-boarding (ensuring prompt End-of-service Action);
• Update Staff Personal Data (eg residency status, citizenship, dependent’s details)
• Update leave and benefits entitlement (eg Leave Administration) arising from changes in employee status and dependent information

• Manage Benefits Administration in collaboration with HRBPs
• Perform any other ad-hoc duties as requested or assigned.

Manpower Planning/Work Pass Administration:

• Apply / Renew / Terminate Work Pass (Employment Pass, S-Pass and Work Permit)
• Update MOM promptly of changes in Pass holder’s details
• Oversees the team in producing monthly manpower report
• Drives Annual Manpower Budgeting Exercise and follows through on producing monthly tracking report

Payroll Administration:

• Ensure HRIS data is updated and accurate for payroll processing
• Ensure that the HR Ops team provides supporting documents to Payroll promptly for accurate processing
• Oversee the preparation and clearance of Payroll instructions for monthly payroll processing, in collaboration with HRBPs
• Collaborate with Payroll Admin to handle pay recovery and tax clearance matters  
• Preparation of Final Settlement of exiting staff at end of contract or resignations.
• Generate reports, as required.

System Administration

• Provide administrative oversight on HRS System (QuickHR), and be a key resource person for all system related queries
• Liaise with system vendors for any troubleshooting, enhancements, customisations that may be required

Vendor Management

• Front, coordinate, and manage vendors, communicating needs and requirements regularly
• Keep track of all quotations, service agreements,
• Project Management: Keep track of and follow through on works-in-progress (e.g. system enhancements, customisations, etc)

Qualifications & Work Experience

Requirements

• Degree in Human Resource Management or its equivalent with at least 5 years’ relevant experience. Candidates with more extensive experience will be considered 
• Hands-on experience in QuickHR and/or SAP HR (Personnel Administration) is an advantage 

• Good knowledge and strong grasp of MOM regulations and HR best practices is required
• Prior experience with HR Services, Payroll, HRIS, and/or Benefits Administration would be an advantage
• Proficient in MS Office (Work and Excel) and HR processes would be an advantage
• Good communications skills, in spoken and written English.
• Team players with good interpersonal skills and keen interest to learn and excel are invited to apply 

Skills