HR Operations Officer

Job Purpose

To ensure accurate and timely administration of employee data, payroll-related inputs, overtime calculation, and day-to-day HR operational support, in compliance with company policies and applicable labor regulations.

Key Responsibilities

1. Employee Data Administration

• Maintain and update employee master data in HRIS especially successfactor (e.g. personal data, job information, organizational changes).
• Process employee lifecycle transactions including onboarding, transfers, promotions, contract changes, and terminations.
• Ensure accuracy, completeness, and confidentiality of employee records.
• Perform regular data audits and reconciliations to ensure data integrity.
• Prepare standard HR reports related to headcount, employee movements, and data accuracy.

2. Overtime & Time Administration

• Collect, validate, and process overtime data based on attendance records and approved overtime requests.
• Ensure overtime calculations are aligned with company policy and local labor regulations.
• Coordinate with line managers to resolve discrepancies related to overtime and attendance.
• Provide accurate overtime data inputs to payroll within agreed timelines.
• Support payroll cycle activities by responding to overtime- and time-related queries.

3. Payroll Data Preparation & Coordination

• Manage payroll data preparation activities, including validation of employee master data, compensation changes, allowances, deductions, overtime, and attendance inputs.
• Coordinate with external payroll vendors to ensure accurate and on-time payroll processing.
• Perform payroll data checks, reconciliations, and variance analysis prior to payroll cut-off.
• Support payroll audits, statutory reporting, and regulatory submissions as required.

4. Employee Support & HR Helpdesk

• Act as first point of contact for employee queries related to HR operations (data changes, attendance, overtime, payroll inputs).
• Provide clear guidance to employees on HR policies, procedures, and standard forms.
• Manage HR tickets/cases through HR helpdesk or case management system.
• Ensure timely resolution of employee inquiries in accordance with SLA.
• Escalate complex or policy-related issues to HRBP or relevant stakeholders when required.

5. Compliance & Process Improvement

• Ensure HR operational processes comply with internal policies and labor regulations.
• Support internal and external audits by preparing required documentation and reports.
• Identify opportunities for process improvement, standardization, and automation.
• Contribute to the development and updating of HR SOPs and work instructions.

Job Requirements

Education

• Bachelor’s degree in Human Resources, Business Administration, Management, or related field.

Experience

• 3 – 6 years of experience in HR Operations, HR Shared Services, or payroll-related role.
• Hands-on experience in employee data administration, overtime/time management, payroll data preparation are preferred.
• Experience working with HRIS especially Successfactor system is an advantage.

Skills & Competencies

• Strong attention to detail and high level of data accuracy.
• Good understanding of HR operational processes and employee lifecycle.
• Basic knowledge of labor regulations related to working hours and overtime.
• Proficient in MS Excel (e.g. VLOOKUP/XLOOKUP, pivot tables).
• Good communication skills with ability to handle employee inquiries professionally.
• Ability to manage multiple tasks and meet tight deadlines.
• High level of confidentiality and integrity.