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.