People Operations Associate

What you’ll do

Employee Records, Documents and HR Documentation Management

• Receive, verify, monitor, and follow up with employees to ensure all required personnel documents and records are fully provided for completion of employee files.

• Manage, update, and maintain all employee records in both hard-copy and electronic (scanned) formats, including onboarding documents, dependent documents, insurance records, documents arising during employment, termination documents, and other relevant HR documents.

• Ensure all records are properly categorized, organized, named, updated, and maintained in accordance with standardized requirements.

• Ensure all records are securely and confidentially managed and maintained, and that access, use, and retrieval of records are carried out in accordance with authorized access rights and Company policies.

Employee Data Management

• Receive and verify the completeness, accuracy, and validity of employee data before updating it in the HR system/ software.

• Check, update, and adjust employee information upon any changes, ensuring all data modifications are strictly based on hard-copy documents, relevant records and required company approvals.

• Conduct periodic audits and reconciliations of employee data between the HR system/ software and actual employee records to ensure that employee data is fully updated, accurate, consistent, and timely.

• Execute data standardization projects within the assigned scope of responsibility.

Timekeeping:

• Follow up and track employees' working hours, daily timekeeping, and annual leave applications.

• Check, reconcile, and validate attendance data, work schedules, time off, and other relevant information to identify and resolve discrepancies in a timely manner before finalizing monthly attendance records.

• Manage and control the periodic attendance finalization process, including monitoring deadlines, performing required checks, and coordinating with relevant stakeholders to ensure that attendance records are finalized accurately and on time.

• Review and reconcile overtime records, ensuring that overtime hours are fully recorded and consistent with actual working time, registration/approval records, and Company policies.

• Prepare and maintain relevant reports as required.

PIT (Personal Income Tax)

• Collect and proceed documents for PIT tax code registration/adjustment and employee dependent registration/adjustment.

• Prepare income confirmation documents and Certificate PIT Withholding.

• Receive, review, and reconcile information and documentation related to employees’ tax finalization authorization.

• Manage and maintain relevant records and documentation.

Labor Contracts and Appendix:

• Track and follow up on labor contracts, including first sign, renewals, and appendix signing.

• Notify departments of employees whose contracts are expiring and provide evaluation forms.

• Provide guidance and follow up with employees and relevant departments to ensure that labor contract evaluation and renewal procedures are completed in a timely manner.

• Collect evaluation forms, scan, and upload files to the C&B shared folders.

• Cross-check labor contracts before distributing them to employees.

• Manage, categorize, and maintain all labor contracts and annex labor contracts in both hard-copy and scanned electronic formats.

• Prepare employment termination documents and appendix of settlement if necessary.

Employee Administrative Management

• Manage consolidation payments such as SHUI (Social Health Insurance), Trade Union.

• Print termination decisions and settlements, submit them for approval and company stamp.

• Receive and store paper documents related to termination and settlement.

• Receive and deliver forms and documents to HR, uploading scanned files to the shared services team.

• Provide guidance to employees on the termination procedures, handover procedures, and relevant forms.

• Draft and prepare notifications, memo, forms, and other relevant documents as required.

Insurance

• Perform and proceed procedures related to Social Insurance, Health Insurance, Unemployment Insurance, and Occupational Accident and Occupational Disease Insurance for employees.

• Proceed and handle employee insurance benefit claims and related documentation.

• Ensure that insurance-related procedures and documentation for employees are completed within the required timelines and in accordance with applicable regulations.

• Receive, maintain, and manage insurance records and data, ensuring completeness and accuracy.

• Offer guidance and advise employees on relevant insurance policies and procedures.

• Compare insurance schemes and programs.

• Act as the key contact for benefits schemes and consulting.

Reports: Prepare monthly/periodic internal payroll reports, cost reports, PIT reports, and other statutory reports for relevant authorities.

Other Responsibilities

• Support POPS Manager in implementing C&B policies, reward and recognition programs, loyalty schemes, healthcare packages, disciplinary actions, etc.

• Assist POPS Managers in implementing team projects and initiatives, including salary surveys, annual salary reviews, performance evaluations, promotion programs, etc.

Others: Ad-hocs tasks/ works assigned by Line Manager.

What we seek

Hardworking, flexible & organized skills. Interested in C&B Admin tasks. 
Reliable, Independent, Considerate & Self-motivated personality.
Proactiveness and ability to handle potential people issues.
Strong communicator with the ability to be responsive and share feedback to employees when needed.
True warrior with hands-on experience and willing to create new milestones with our People Operations Team.
Ability to work independently and work as a team in some HR new initiatives' projects.
Excellent attention to detail, reliable and well organized.
Ability to exercise discretion at all times is essential.
Very energetic and passionate to engage everyone into company activities.

What you’ll need

University graduate in any related fields 
At least 1 year of experience working in Human Resources, C&B…, preferably in a logistics/e-commerce fulfillment environment
Hands-on experience in managing employee files/documents and executing core C&B tasks (Employment Contracts, Social Insurance, and Timekeeping/Attendance). 
Good knowledge of labor law, PIT, SHUI practices and other related regulations 
Expert user of MS Office (Word, Excel) 
Good at communication, numerical reasoning & logical thinking 
Careful, result-oriented. Calm under pressure. 
High ability to work well under high pressure in meeting targets & deadlines