The HR Admin is responsible for overseeing and executing critical HR administrative processes that support the full employee lifecycle. This role ensures the accuracy of employee records, smooth onboarding and offboarding, correct tagging of employee movement, and timely coordination with payroll, banking partners, and government agencies.
The position requires strong attention to detail, excellent organization skills, and the ability to manage high-volume administrative tasks with minimal errors. The Senior HR Admin also acts as a key coordination point between HR, Recruitment, Payroll, Operations, and third-party partners.
KEY RESPONSIBILITIES:
Employee Data Management & Documentation
- Manually assign employee IDs to new hires based on the company's standardized numbering protocol.
- Review and validate completeness and correctness of employment contracts and onboarding documents submitted by the Recruitment/Onboarding team.
- Update, maintain, and safeguard employee records in all HR systems, ensuring accuracy and timeliness for any status or information changes reported to HR.
- Monitor and record all employee movement transactions (e.g., transfers, promotions, account movements) to ensure correct tagging of project codes and alignment with payroll and operations.
Onboarding & Offboarding Administration
- Facilitate onboarding and offboarding in all HR systems and working tools, ensuring timely account creation, access provisioning, and system deactivation.
- Coordinate with internal teams to ensure a seamless experience for new hires and exiting employees, including system access, tools, IDs, and documentation compliance.
Payroll Coordination
- Maintain and update the employee masterlist every pay period to support accurate payroll processing.
- Ensure all record changes (e.g., movements, deductions, personal information updates) are reflected before payroll cut-off to prevent discrepancies.
Banking and Employee Compliance
- Prepare bank account opening documents for new hires; track compliance and monitor submission timelines.
- Coordinate with the company's banking partners to follow up on account number release and ensure timely consolidation for payroll uploading.
Foreign Employee Visa Processing
- Manage end-to-end working visa requirements for foreign employees, including document preparation, coordination with government agencies, renewals, and compliance monitoring.
- Track visa timelines to prevent lapses and escalate risks ahead of time.
REQUIRED SKILLS & QUALIFICATIONS:
Education
- Bachelor's degree in Human Resource Management, Business Administration, Psychology, or any related field.
Experience
- Minimum 35 years relevant HR experience, preferably in HR Operations, HR Administration, or Shared Services.
- Experience handling onboarding/offboarding, employee records management, or payroll coordination is an advantage.
- Prior exposure to visa processing for foreign employees (or government compliance processes) is preferred but not required.
Technical Skills
- Proficient in HRIS or HR systems (Sprout, SAP SuccessFactors, Workday, or similar).
- Strong MS Excel skills (tracking, data validation, audit checks).
- Familiarity with payroll support processes, employee movement workflows, and document management systems.
Core Competencies
- High attention to detail and accuracy.
- Strong sense of confidentiality and data privacy.
- Excellent coordination and communication skills.
- Ability to handle multiple deadlines in a fast-paced environment.
- Process-oriented, disciplined, and capable of improving workflows.
- Customer service mindset in dealing with employees, vendors, and internal teams.
