HR Associate, Admin & Benefit Operations

Job

Description

1.

Employee Lifecycle Administration

Support end-to-end

administrative activities for employee onboarding and separation.

Coordinate

employee documentation, office access, ID cards, welcome kits and other

joining requirements.

Facilitate

registration of employees for transport, meal benefits, medical insurance

and workplace facilities.

Coordinate

exit-related activities including asset recovery, access deactivation, exclusion

form transport & insurance and closure documentation.

Maintain accurate

employee administration records and trackers.

2.

Employee Benefits Administration

a.     Meal Benefits & Cafeteria

Administer

employee meal benefits and cafeteria-related services.

Process employee

registrations, activations, deactivations and monthly meal credit

allocations.

Reconcile employee

eligibility and meal consumption records.

Coordinate with

vendors for service delivery, invoice validation and issue resolution.

Address employee

queries related to meal benefits and cafeteria services.

b.    Insurance administration & support

Coordinate

employee enrolments, exclusions and periodic updates under the medical

insurance policy.

Liaise with

insurance providers/partners for employee additions and deletions.

Maintain

insurance-related employee records and supporting documents.

Assist employees

with insurance-related queries and coordinate resolution with relevant

stakeholders.

c.      Transport

Administration

Administer

employee transportation services and applicable conveyance allowance

processes.

Manage employee

transport preferences, registrations, route allocation and onboarding.

Maintain updated

transport databases and monthly employee rosters.

Coordinate with

transport vendors for smooth and uninterrupted service delivery.

Monitor transport

utilization and support monthly billing reconciliation.

Resolve employee

queries and escalations relating to transport services.

Support periodic

transport preference exercises and employee communications.

d.    Travel & Relocation Coordination

Coordinate

domestic business travel requirements including flights, hotels and local

transportation.

Support employee

relocation and other approved travel requirements.

Ensure travel

arrangements comply with applicable company policies and approval

processes.

Maintain travel

records and support expense claim documentation.

Liaise with travel

partners for timely and cost-effective arrangements.

5.

Vendor Management & Procurement

Support vendor

onboarding, documentation and vendor code creation.

Coordinate

procurement of office supplies, ID cards, welcome kits, employee gifts,

event materials and other administrative requirements.

Obtain quotations,

prepare comparative statements and coordinate internal approvals.

Maintain vendor

records, agreements and supporting documentation.

Follow up with

vendors to ensure timely delivery and appropriate service quality.

6.

Invoice Processing & Financial Coordination

Manage

administrative invoices from receipt through validation, approval and

submission to Finance.

Process invoices

relating to transport, meal services, travel, telecom, ID cards,

administrative purchases, employee engagement activities and other

operational vendors.

Verify invoices

against agreed commercials, supporting documents and services delivered.

Maintain invoice

trackers and follow up to ensure timely processing and payment.

Maintain

appropriate documentation for audit and compliance requirements.

7.

Corporate Prepaid Card Administration

Track and

reconcile expenses incurred through corporate prepaid cards.

Reconcile

transactions with appropriate invoices, bills and approvals.

Prepare periodic

expenditure summaries and supporting documentation.

Ensure expenses

are appropriately recorded and allocated.

Maintain records

required for financial review and audit purposes.

8.

Facilities & Workplace Administration

Support day-to-day

office administration and workplace operations.

Coordinate with

facility teams for employee requirements and workplace-related concerns.

Support parking,

gym, access control, security, visitor management and other workplace

services.

Coordinate visitor

access and meeting room requirements, wherever applicable.

Help maintain a

safe, organized and employee-friendly workplace.

9.

Employee Support

Act as a point of

contact for routine employee administration queries.

Provide support on

transport, insurance, meal benefits, travel, facilities and other

workplace services.

Track employee

requests and ensure timely closure or escalation to the appropriate

stakeholder.

Communicate

service updates and administrative information clearly to employees.

Support employee

engagement activities and workplace initiatives as required.

10.

Reporting, Documentation & Compliance

Maintain accurate

operational trackers, databases and administrative records.

Prepare periodic

reports relating to transport, benefits, invoices, vendors and employee

services.

Maintain

appropriate documents and records in accordance with organizational

guidelines.

Support

internal/external audits by providing required records and supporting

documentation.

Identify

opportunities to simplify processes, improve turnaround time and enhance

administrative efficiency.

Requirements

Good communication

and interpersonal skills

Strong

coordination and follow-up skills

Ability to work on

multiple areas simultaneously

Good time

management skills

Attention to

detail and accuracy

Employee/customer

service orientation

Vendor

coordination and relationship management

Basic

understanding of invoice processing and reconciliation

Ability to manage

multiple activities and priorities

Working knowledge

of MS Excel, MS Word and PowerPoint

Good documentation

and record-management skills

Ability to work

effectively with employees, vendors and cross-functional teams

Education: Graduate in any

discipline

Experience: 1.5–3.5 years of

relevant experience in Administration, HR Operations, Employee Services,

Facilities or a similar role preferred.

Prior exposure to

employee transport, vendor coordination, invoice processing, facilities,

travel or employee benefits administration would be an advantage.