The Human Resources Operations Assistant is responsible for providing essential administrative support to the Human Resources department, specifically in the areas of HR administration and paperwork, consultant payment processing, HR letter creation, and supporting the recruitment and benefits teams. This role requires a strong attention to detail, good organizational skills, and a proactive approach to problem-solving. The post holder will also responsible for maintaining effective communication with all employees by providing necessary information while ensuring strict adherence to confidentiality guideline.
The position will report directly to the Human Resources Officer. The working arrangement for this position is Office Flex, with a requirement of working from the Jakarta office for a minimum of 3 days per week.
What You Will Do:
HR Administration:
Maintain accurate employee records, including personnel files, leave records, and others compliance data.
Administer new hire paperwork, terminations, and changes in employment status on both online and offline system.
Assist with the preparation and distribution of employee communications, such as policies, procedures, and announcements.
Assist line manager on the employee benefits enrollment and changes.
Assist the team during employee onboarding and offboarding processes.
Draft and prepare various HR-related letters, such as contract ended letters, visa letter, employment verification letters, and other HR-related letters
Ensure that all letters are accurate, professional, and comply with legal requirements before submitting to Head of HR for signing process.
File all HR documentation, keep an organized record, and maintain confidentiality at all times.
Operate and manage Workday as the HR Information System, ensuring accurate data entry and updates
Consultant Payment Processing:
Ensure timely and accurate processing of consultant payments, including invoice verification, data entry, and coordinate the process with WRI payroll vendor.
Ensure that the payment follows the terms and condition stated in the contract.
Prepare and process consultant payment through payment system (ECM) and through the Payroll Vendor.
Coordinate with tax consultant to confirm the consultant tax calculation.
Coordinate with Accounting Department to ensure timely payments and accurate records,and conduct payment reconciliation (through Deltek Apps) for consultant.
Recruitment Support:
Assist the recruitment team with administrative tasks, such as scheduling interviews, coordinating candidate assessments, and preparing job postings as assigned.
Maintain applicant tracking systems and databases.
In coordination with Talent Acquisition team in employee database management and monthly payroll data preparation
Benefits Management Support:
Provide administrative support to the benefits team, including processing benefit claims, assisting with open enrollment, and maintaining benefit records.
Support the benefit team with insurance administration
Provide accurate information to employees on all benefit-related matters
Support other administrative matters as required
What You Will Need:
Required qualifications:
Bachelor's degree in Human Resources Management, Business Administration, or a related field.
Minimum of 2 years of experience in an administrative role, preferably within a human resources department.
Strong organizational and time management skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Excellent attention to detail and accuracy.
Professional appropriate in written and verbal communication skills.
Ability to work independently and as part of a team.
Knowledge of HR policies, procedures, and regulations.
Preferred qualifications:
Experience with HRIS systems (e.g., Workday, ADP) or Finance system (Deltek, ECM) is a plus.
