|Main function of job:|
Provide HR and Administration support to the Japan office based employees. Working closely with the HR and Administration Specialist to a high quality of HR service is delivered to the whole company.
Recruitment and New Joiner process:
•Be fully involved in the recruitment process (releasing job ads, screening resumes, run
phone and face-to- face interviews, reference check).
•Prepare contract of employment for new hires.
•Confirm the date of joining to the required teams involved (HR, IT, Admin, relevant hiring departments), co-ordinate work station and I.T set up.
•Be responsible for the on-boarding process (gather required new joiner documents for
internal and external purpose, notify the required departments and organize the induction plan with the relevant departments).
•Conduct the HR induction session regarding Company presentation and HR policies.
•Create personnel file for the new employee and monitor the completion of the employee
•Get the confirmation of the last working day from the line manager and inform the relevant department accordingly.
•Prepare the full and final settlement and coordinate with Finance for the release.
•Prepare Employee service Certificate on the last working day.
•Coordinate necessary HR documentations: Exit interview, Hand over and Clearance form.
•Collect necessary documents for the Welfare benefits to be communicated to the
•Conduct the HR Exit Interview with leaver.
•Collect company assets: Access Card, Office cabinet keys etc.
•Update the HR database to ensure HR records are accurate at any point.
•Gather payroll updates from line managers and internal system (Time and Attendance,
Deductions, Reimbursement, Overtime, New Joiner and Leaver Details).
•Validate Timesheet and check leaves.
•Send payroll updates to payroll outsourcing company for the computation.
•Validate computation reports of outsourcing company.
•Run payroll reports and share it with the Sr HR Manager for approval and process.
•Maintain Employee’s Personal Files by ensuring that all required documents are filed for existing and previous employees.
•Manage the leave records (annual leave, sick leave, maternity leave…) and keep accurate records.
•Provide salary certificate to employees when requested.
•Ensure the Employee medical check-up is up to date and compliant with the local labour law.
•Assist in processing for working visa requirements of expats employees.
•Manage and process all government mandated benefits and inquiries.
•Update weekly HR masterfile, staff movement, recruitment activity report.
•Update HR Activities Report and organization chart monthly
•Weekly HR update meeting with HR and Administration Specialist.
•Ensure that leave database are updated and send to Line managers every month.
•Manage Office Maintenance queries by liaising with the building maintenance
management and furniture suppliers.
•Manage Office related projects required.
•Manage office furniture requirements; review of cost, negotiate with suppliers,
liaise with Finance Department, and ensure correct set-up in followed.
•Handle stationary (negotiation with suppliers + handling the invoice), pantry,
and printer toner and toiletries supplies.
•Ensure that Office policies and procedures are followed-up (health and fire prevention safety policy, first aider) and responsible for incident report.
•Co-ordinate the ordering of Business Cards for New hires and existing staff when required.
•Receive, sort, and route domestic and local courier (communicating it to Finance) and dispatch to the appropriate department.
•Be the Point of Contact for a Japan holiday alerts and distribution of office holiday and emergency contact information
•Liaising with travel agent to arrange all staff’s Business Travel and coordinate
visa when required.
•Prepare Invitation Letter for trainers and guest.
•Be the point of contact for any traveler concerns or service issues.
•Responsible in management of corporation documents.
•Be the contact point for ad-hoc requests from legal counsel and assist accordingly.
•As a contact point of Tokyo office, assist DOTW/BICO IT team with set-up for IT hardware (lap/desktop, telephone, photocopier, fax, etc.) and software (outlook, basic software, etc)