HR Coordinator

Summary

The detail-oriented and proactive HR Coordinator will support the HR team in a variety of human resources functions. This role will focus on HRBP coordination, HRIS data maintenance, the generation of HR letters, work pass applications and renewals, airport pass applications, WICA (Work Injury Compensation Act) management, recruitment coordination, as well as onboarding and offboarding processes. The HR Coordinator will work closely with the HR Business Partner and play a key role in ensuring the efficient and smooth operation of HR-related activities in the organization

Duties and Responsibilities

1. HRBP Coordination

a. Provide administrative and operational support to HR Business Partners (HRBPs) in various HR-related tasks.

b. Assist in the planning and execution of HR initiatives and projects.

c. Coordinate and facilitate HR-related meetings, workshops etc.

2. HRIS Data Maintenance & Management

a. Maintain accurate and up-to-date employee records in our HR systems in a timely manner

b. Oversee the onboarding and offboarding processes, ensuring that all relevant documentation and processes are

completed for new hires and exiting employees.

c. Assist with HR data reporting and analytics as required.

3. HR Letters Generation

a. Prepare and issue various HR-related letters, including but not limited to employment confirmation letters, salary

adjustment letters, and other employee correspondence.

b. Ensure that all HR letters comply with company policies and legal requirements.

4. Work Pass Applications, Renewals, and Cancellations

a. Manage and process work pass applications, renewals, and cancellations for foreign employees.

b. Ensure compliance with Ministry of Manpower (MOM) regulations and timelines.

c. Liaise with employees and relevant government authorities regarding work pass matters.

5. Airport Pass Application

a. Process applications for airport passes for employees as required.

b. Ensure that all necessary documentation is in place and comply with airport regulations.

6. WICA (Work Injury Compensation Act) Management

a. Oversee end-to-end management of WICA claims, including the submission of claims, follow-up with insurance

providers, and ensuring the claim process is completed efficiently.

b. Communicate with employees and relevant parties throughout the process to ensure claims are handled in a timely and accurate manner.

7. Recruitment Coordination

a. Coordinate the recruitment process by scheduling and arranging interviews between candidates and hiring managers.

b. Prepare offer letters for selected candidates and manage the necessary pre-employment checks and documentation.

c. Conduct reference checks for candidates to verify employment history and qualifications.

d. Maintain communication with candidates throughout the hiring process, ensuring a positive candidate experience.

e. Send regret emails to rejected candidates

8. General HR Support

a. Provide general administrative support to the HR team

b. Respond to employee queries and provide guidance on HR-related matters.

1. Any other duties assigned by the reporting officer

2. Ensure compliance with all workplace safety, security, and health policies, including adherence to employment legislation and company regulations.

Requirements

• Diploma in Human Resources, Business Administration, or a related field.

• Prior experience in HR or a similar administrative role is preferred.

• Strong attention to detail with excellent organizational and time management skills

• Familiarity with SAP and HRMS systems and the ability to quickly learn new tools.

• Knowledge of employment laws and work pass regulations is a plus.

• Ability to handle sensitive and confidential information with discretion.

• Strong communication skills and the ability to work well within a team environment.

• Proactive and solution-oriented mindset with a willingness to learn.