HR Executive, TA Support & HR Operations

Job description

HR Executive, TA Support & HR Operations
Direct message the job poster from HOYA Surgical Optics
HSO way of working
In fulfilling our roles, we are
Accountable for our own capabilities and development.


Focused on delivering results without excuses, and
Alive to the sensitivities, risk, and impact we have on others and work in a way that helps others do their work effectively.


We are looking for people who
See beyond self and are impact focused.


Consider the needs, challenges, and objectives of every person they interact with.


Exhibit positive reinforcement to help others succeed.


Job Description
About the role
Job Title:
HR Executive, TA Support & HR Operations
Works closely with and have impact on:
Global TA & Rewards Team
Function:
Human Resources
Role Overview
This position is responsible for efficient and effective HR service delivery in GHQ, managing prospective and existing employee experience with HSO.

He/She manages and oversees the general HR, payroll & benefits processing and ensures employee data integrity and record organization and ensures compliance with laws and regulations where applicable.

The onus on maintaining accurate, timely, and complete data for Singapore-based employees and any other countries (as assigned), as well as performing audit checks at divisional level in the Global HR Data System falls on this role.


Duties and Responsibilities
Recruitment and Pre-Onboarding
Assist recruitment activities such as phone-screen, schedule interviews and keep internal trackers updated for reporting purposes
Manage all pre-onboarding activities to ensure a smooth and positive experience for new hires, managers, and stakeholders, ensuring everyone is well-prepared and fully set up for the new hire’s first day
Employee Lifecycle Management
Support employee life cycle activities from on-boarding, day to day support, to off-boarding stages
Offer support and guidance to employees on HR policies, procedures, welfare and benefits programs, insurance claims, and other HR-related administrative matters
Manage and maintain each new hire’s personal folder from the pre-onboarding phase through the end of their probation period
Promote a positive work environment through employee initiatives and to create a holistic employee experience
Manage benefits in kind such as birthday, special occasions etc.


Act as a point of contact for employee HR-related queries
HR Training and System Management
Develop training materials (e.g. Oracle, LRN, LMS, Quality Management System, Links, etc.) for inclusion in the personal onboarding tracker as reference for new employees
Owns the LRN system as administrator for all new hires, leavers, and assist legal & compliance as required for any course updates globally
Create employee records in Oracle and adhere to the requirements and standards set by HOYA HQ
Serve as the primary training coordinator within HR, handling the scheduling of sessions such as Kissflow, Egencia, and Legal & Compliance trainings, while collaborating with HR counterparts to ensure invitations for CEO/CCO sessions and other key events are properly distributed
Facilitate training sessions for local employees on HR systems, tools, and outward mindset initiatives
Oversee and ensure compliance with GHQ requirements, including managing submissions for Conflicts of Interest and Employee Privacy Consent
Ensure GHQ onboarding automations function accurately and timely, with triggers activated at each employee milestone or designated message trigger point
Streamline/improve HR processes through new or revision of processes and guidelines
Payroll and Reports
Liaise and work with payroll vendor on system management, and ensure timely and accurate processing and payment
Monitor any off-cycle payments, probation confirmation, Part-time/Term contract status, and update payroll and relevant teams
Prepare reports, including monthly local and global headcount reports, and reports for management reviews
Manage updates to the Singapore labour cost file during each quarterly budget review
Ensure Data Accuracy and Compliance in HRIS and employee records
Promote a positive work environment through employee initiatives and to create a holistic employee experience
Prepare documentation and attend to audit questions and requests
Assist with required reports, ad-hoc reports, organization chart updates and requests
Handle statutory reporting and coordinate with external vendors/government bodies when needed
Documents and Policies
Review, develop, update, and implement HR policies, procedures, and the employee handbook to ensure compliance with labour laws and regulation
Oversee the annual insurance renewal process (WICA, Travel, Hospitalisation etc.) and monthly update to vendor
Others
Monitor vendor management based on Service level agreement (SLA), raise POs, validate invoices for processing, and oversee the renewal/non-renewal of agreements
Participate in HR projects/initiatives and provide support in tasks as assigned, e.g. Payroll project
Serves as back up to team member(s) in area(s) as assigned
Requirements
Experience
Minimum 5 years of HR Administration experience including payroll and benefits processing, preferably in a multinational organization
Skills/Accreditations
Possesses a high degree of initiative and proactiveness
Accountable and willing to take ownership for 100% data accuracy
Adaptable and agile to manage changes
Exhibits service mindset and passionate about assisting employees with their HR needs
Humble, able to show empathy when handling employee issues and self-reflect
Strong interpersonal and communications skills and be at ease to deal with employees from all levels
Effective collaborator and able to work across departments to achieve business goals
Academic Qualifications
Diploma or degree in HR/Business administration
Minimal
By submitting your application, you consent to HOYA Group collecting, disclosing, and retaining your personal data for employment assessment and verification purposes.


If you are shortlisted, we will contact you within three weeks of your application.

Thank you for your application and understanding.


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