Job Summary
The HR Assistant (Worker Portfolio) supports the HR team by managing workforce administration focused on foreign workers, work passes, dormitory coordination, compliance documentation, and site manpower operations.
Responsibilities
- Maintain and update workers personal files in both hardcopy and digital formats to ensure accurate and accessible records
- Monitor expiration dates of Work Permits, passports, security bonds, medical certificates, and insurance to maintain compliance
- Prepare and submit work pass applications, renewals, and cancellations through the MOM portal to ensure timely processing
- Track In-Principle Approvals (IPA), card issuance, and thumbprint appointments to facilitate worker documentation
- Maintain and update workers database and HR system records to support workforce management
- Ensure compliance with MOM regulations and construction sector requirements by coordinating necessary medical check-ups (6ME), Safety Courses (SEC/KAH), and certifications
- Support audits by MOM, BCA, and internal compliance teams by preparing required documentation and records
- Monitor quota, levy tiers, and worker ratios to maintain regulatory compliance
- Compile site attendance and overtime records accurately to support payroll processing
- Assist in monthly payroll preparation for workers by consolidating attendance and leave data
- Track no-pay leave, medical leave, and site deployment to maintain accurate workforce status
- Support claims submission for medical and Work Injury Compensation Act (WICA) cases when applicable
- Coordinate dormitory check-in and check-out arrangements to ensure smooth worker accommodation management
- Arrange worker transportation as required to support site operations
- Support worker welfare matters and address grievances to promote a positive work environment
- Liaise with site supervisors on manpower deployment to ensure adequate staffing levels
- Prepare employment contracts and induction documentation to facilitate onboarding
- Arrange safety induction and site orientation sessions for new workers to ensure compliance and safety awareness
- Process repatriation arrangements and clearance documentation to manage worker offboarding
- Prepare final settlement paperwork to complete worker exit processes
- Support HR team with daily administrative duties to maintain smooth HR operations
- Maintain confidential HR records to protect worker privacy and company information
- Assist in HR projects and reporting to support continuous improvement and compliance
- Support company events or engagement activities when required to foster team cohesion
- Update attendance records daily and check work pass expiry alerts to ensure workforce accuracy
- Liaise with site supervisors and handle worker inquiries promptly to resolve issues
- Monitor quota and levy status weekly and update worker movement reports to maintain accurate workforce data
- Follow up on medical and training schedules weekly to ensure worker readiness
- Support monthly payroll preparation, levy reconciliation, HR report submission, and file audit and compliance checks to maintain operational integrity
