Coordinator, Total Rewards Operations

Position Summary 

The Coordinator, Total Rewards Operations provides operational and administrative support across the organisation's Total Rewards function. The role is responsible for coordinating vendor administration, managing invoices and purchase requests, maintaining Total Rewards policies and documentation, supporting payroll governance, benefits administration, equity administration, and ensuring the accuracy of Total Rewards data and processes. The role works closely with Payroll, Finance, Procurement, Talent Acquisition, HR Business Partners, and external vendors to ensure the smooth delivery of Total Rewards programmes globally. 

Key Responsibilities 

Vendor & Financial Administration (Primary Responsibility) 

• Manage end-to-end administration of Total Rewards vendor invoices, including validation, purchase requisitions, invoice tracking, and timely submission for payment.  

• Coordinate with Finance, Treasury, Procurement, Equity vendors, Payroll vendors, insurance brokers, and benefit providers to ensure invoices are processed accurately and on time.  

• Maintain records of vendor contracts, Statements of Work (SOWs), renewal schedules, and supporting documentation.  

• Track invoice status, follow up on outstanding payments, and resolve invoice-related queries with internal stakeholders and vendors.  

• Support vendor onboarding and offboarding activities.  

• Monitor vendor performance and escalate operational issues where appropriate.  

Total Rewards Administration 

• Provide administrative support for compensation, benefits, payroll governance, and equity programmes.  

• Coordinate employee benefit enrolment, changes, and terminations with external vendors.  

• Support equity administration activities, including employee movements, vesting, and reporting.  

• Assist with annual Total Rewards activities such as salary review, bonus, and benefits renewal by preparing reports and coordinating documentation.  

• Support the preparation of Total Rewards communications and employee announcements with Talent Management  

Payroll Governance Support 

• Assist with payroll governance, audit requests, and statutory reporting where required.  

Policy, Documentation & Knowledge Management 

• Maintain and regularly review Total Rewards policies, guidelines, FAQs, SOPs, approval matrices, and process documentation.  

• Ensure the latest Total Rewards information is available for Talent Acquisition, HR Business Partners, managers, and employees.  

• Coordinate updates to internal HR portals and SharePoint sites relating to Total Rewards.  

• Support the rollout of new policies, programmes, and process changes.  

HR Systems & Reporting 

• Maintain accurate Total Rewards information within Workday and other HR systems.  

• Perform regular data validation and reconciliation to ensure data accuracy.  

• Prepare recurring reports, dashboards, and ad hoc analysis for the Total Rewards team.  

• Support HR system testing and implementation of new Total Rewards processes.  

Employee & Stakeholder Support 

• Serve as the first point of contact for employee enquiries relating to benefits, payroll, equity, and Total Rewards administration.  

• Build effective working relationships with Talent Acquisition, HR Business Partners, Payroll, Finance, Procurement, Legal, and external vendors.  

• Support the coordination and communication of Total Rewards programmes across the organisation.  

Projects & Continuous Improvement 

• Support regional and global Total Rewards projects and initiatives.  

• Assist in process improvements, documentation updates, and automation initiatives.  

• Participate in HR system enhancements and vendor implementation projects.  

• Identify opportunities to improve operational efficiency and enhance the employee experience. 

Qualifications 

• Diploma or Bachelor's Degree in Human Resources, Business Administration, Finance, Accounting, or a related discipline.  

• 2–5 years of experience in Human Resources, preferably in Total Rewards, Compensation & Benefits, Payroll, HR Operations, or HRIS.  

• Experience working with HR systems such as Workday, BIPO will be ideal  

• Familiar with dealing with Sharepoint will be an advantage  

• Experience supporting regional or global HR operations is an advantage.  

Knowledge & Skills 

• Knowledge of HR operations and employment practices.  

• Experience administering vendor invoices and coordinating with Finance and Procurement.  

• Familiarity with employee equity or share plan administration platforms is an advantage.  

• Strong Microsoft Excel skills, including PivotTables, XLOOKUP/VLOOKUP, and data analysis.  

• High attention to detail with strong numerical and analytical skills.  

• Excellent organisational and time management skills.  

• Strong interpersonal and communication skills with the ability to manage multiple stakeholders.  

• Ability to handle confidential information with professionalism and discretion.