Job Overview
The HR Operations Executive is responsible for managing essential HR-related operational functions, including the employee database, personal lockers, uniforms, personal protective equipment (PPE), canteen, vending machines, gym, and company transport services. This role involves soliciting employee feedback, managing vendors, ensuring compliance with safety and regulatory standards, and handling administrative tasks. The HR Operations Executive will also manage budgets, stock levels, billing, payments, and provide general support to ensure the smooth functioning of HR operations. This role reports to Head, Employee Engagement & Ethics.
Key Responsibilities
1. Employee Database and Resource Management
- Employee Database: Maintain and regularly update the employee database, ensuring accuracy and completeness of records.
- Lockers and Uniforms: Oversee the allocation and maintenance of personal lockers. Coordinate the distribution and refreshment of uniforms and PPE, ensuring timely availability.
2. Vendor Management and Coordination
- Vendor Selection and Management: Oversee the selection, onboarding, and ongoing management of vendors for transportation, canteen, vending machines, uniforms, and PPE.
- Performance Monitoring: Regularly review vendor performance to ensure adherence to contract terms and Master Service Agreements (MSA), and manage payments and necessary documentation, such as LTA letters for transportation providers.
- Employee Feedback: Solicit feedback from employees regarding uniforms, PPEs, canteen, vending machines, gym, and company transport services to ensure their needs are being met.
- Service Improvement: Collaborate with vendors to improve service standards and ensure employee satisfaction with the services provided.
3. Stock Monitoring and Replenishment
- Inventory Control: Monitor stock levels of uniforms and PPE, ensuring timely replenishment to avoid shortages. Manage inventory efficiently to support operational needs.
4. Administrative Support and Budget Management
- Budget Management: Develop and manage budgets for HR facilities and vendor services, ensuring expenditures stay within approved limits.
- Reporting: Regularly report on budget status, highlighting variances and proposing corrective actions.
- Employee Support: Provide administrative support and respond to employee inquiries related to services such as transport, canteen, and other HR facilities.
5. Compliance and Safety
- Regulatory Compliance: Work closely with Health, Safety & Environment (HS&E) and risk management teams to ensure that HR facilities and services comply with all relevant health, safety, and regulatory requirements.
- Risk Mitigation: Conduct regular inspections of HR facilities and services in collaboration with external vendors and internal HS&E stakeholders to identify and mitigate risks.
Qualifications
- Education: Diploma or higher in Human Resources, Business Administration, or a related field.
- Experience:Minimum of 2 years of relevant experience in HR administration or a similar role, with exposure to vendor and facility management.
- Skills:Proficiency in using HR software and tools such as MS Excel, Mail Merge, Power Apps, SAP, and Prosoft.
- Strong verbal and written communication skills for effective interaction with employees, vendors, and internal teams.
- High level of accuracy and attention to detail, particularly in database management, payments, and compliance reporting.
- Excellent organizational and time management skills to manage multiple responsibilities effectively.
- Problem-solving skills and the ability to implement practical solutions in day-to-day operations.
- Experience in vendor management, contract reviews, and performance evaluations.
Key Attributes
- Detail-Oriented: Strong focus on accuracy and thoroughness, particularly when managing employee records, stock levels, budgets, and payments.
- Service-Oriented: Commitment to improving employee experience through effective vendor management and service enhancements.
- Organized: Capable of managing various operational tasks and priorities in a timely manner.
- Problem Solver: Ability to identify operational inefficiencies and proactively implement solutions.
- Team Player: Works well in collaboration with colleagues, external vendors, and internal HS&E stakeholders to maintain a smooth HR operation.
Qualification/Experience
Education: Diploma or higher in Human Resources, Business Administration, or a related field. Experience: Minimum of 2 years of relevant experience in HR administration or a similar role, with exposure to vendor and facility management. Skills: Proficiency in using HR software and tools such as MS Excel, Mail Merge, Power Apps, SAP, and Prosoft. Strong verbal and written communication skills for effective interaction with employees, vendors, and internal teams. High level of accuracy and attention to detail, particularly in database management, payments, and compliance reporting. Excellent organizational and time management skills to manage multiple responsibilities effectively. Problem-solving skills and the ability to implement practical solutions in day-to-day operations. Experience in vendor management, contract reviews, and performance evaluations.
