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.