HR & Administration Manager

HR & ADMINISTRATION MANAGER, SOUTHEAST ASIA

Overview:

The HR & Administration Manager is responsible for overseeing the day-to-day HR operations and office administration across the Southeast Asia region. This role ensures compliance with local labor laws, manages the employee lifecycle, fosters a positive work environment, and maintains efficient office management systems. The ideal candidate acts as a bridge between regional headquarters and local teams, ensuring HR and administrative support.

Reporting Line:

Direct to ASPAC HR Director

Dotted line to Regional Director, SEA

Key Responsibilities

1. Human Resources Operations (70%)

• Recruitment & Onboarding: Manage end-to-end recruitment for non-executive and executive levels (job posting, screening, interviewing, offer management). Coordinate new hire orientation and induction programs.
• Employee Relations: Serve as the first point of contact for employee queries, grievances, and disciplinary matters. Promote a positive, inclusive, and compliant workplace culture.
• Payroll & Benefits: Process monthly payroll accurately and on time (or coordinate with outsourced payroll providers). Administer statutory contributions (e.g., EPF, SOCSO, BPJS, SSO, CPF), medical benefits, leave management, and insurance renewals. Sourcing and comparing vendors quotations/proposal on health insurance. Assist C&B Manager in benefits mapping and benchmarking.
• Performance Management: Support the annual performance appraisal cycle, probation reviews, and goal-setting processes.
• Compliance & Policy: Ensure HR policies, employee handbooks, and practices comply with local labor laws (e.g., Employment Act, Labor Code). Maintain updated personnel files and HRIS records.
• Training & Development: Identify training needs, coordinate internal/external training programs, and maintain training records.

2. Administration & Office Management (30%)

• Office Operations: Oversee daily office management (cleanliness, security, pantry supplies, equipment maintenance, lease agreements).
• Vendor Management: Negotiate and manage contracts with office suppliers, cleaners, IT support, and travel agencies.
• Health & Safety: Act as the workplace safety and health coordinator (e.g., fire drills, first aid kits, ergonomic assessments, COVID-19 protocols).
• Travel & Logistics: Coordinate domestic/regional travel arrangements, visa applications, accommodation, and transportation for staff and visitors.
• Events & Meetings: Organize company events, town halls, team-building activities, and festive celebrations.
• Record Keeping: Manage asset inventories (laptops, furniture, equipment), stationery orders, and filing of key administrative documents.

3. Regional Support (as applicable)

• Assist in harmonizing HR/Admin processes across SEA countries.
• Support work pass applications (e.g., Employment Pass, Work Permit, KITAS) for expatriates or cross-border hires.
• Prepare regional HR reports (headcount, turnover, leave analysis) for headquarters.

Key Performance Indicators (KPIs)

• Payroll accuracy rate: 100% on-time and error-free.
• Employee satisfaction with HR/Admin support (measured via pulse survey Funometer).
• Compliance with local labor laws – zero non-compliance penalties.
• Recruitment turnaround time (e.g., 30 days from requisition to offer).
• Office operational cost efficiency vs. budget.

Qualifications & Requirements

Education & Experience

• Bachelor's degree in HR, Business Administration, Psychology, or related field.
• 10+ years of experience in HR roles. Experience in administration roles will be plus.
• Experience working in a multinational or regional setup (SEA exposure is a strong plus).
• Familiar with labor landscape (esp requirements) in SEA region
• Proactive, adaptable, with strong self-driven sense
• Previous experience from logistics/Freight Forwarding industry is a plus
• Proficient in Microsoft Office (Excel for reporting, PowerPoint for presentations).
• Can accept occasional travels, which cover the region
• Capability to manage other ad hoc tasks as assigned

Soft Skills & Competencies

• Integrity & Confidentiality: Ability to handle sensitive employee data with discretion.
• Problem-Solving: Proactive in resolving employee and operational issues.
• Communication: Excellent written and verbal English; ability to communicate with diverse nationalities and levels.
• Organization: Strong time management, multi-tasking, and attention to detail.
• Interpersonal: Approachable, empathetic, and culturally aware.

What We Offer

• Competitive salary and performance-based bonus.
• Medical and insurance coverage.
• A collaborative, multicultural, and dynamic work environment.

Driven by Talent & Technology

Client, Profit and Fun