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.
  

• 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.