About the role

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

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

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.

HR Associate, Admin & Benefit Operations