Role Overview:

We are seeking a dedicated and motivated HR Assistant with a minimum 1 year HR Exprience to join our culinary team. The HR Assistant will handle day-to-day HR administration, coordination, tracking, document follow-up, and system updates. This role enables the HR function to move faster, reduces compliance risk, and allows the HR Supervisor to focus on higher-level HR work such as employee relations, compliance, manager support, engagement, and HR process improvement.

Responsibilities:

Recruitment Support

• Post job vacancies on approved platforms and maintain the hiring tracker.
• Screen CVs against basic role requirements and conduct initial candidate calls.
• Schedule interviews with hiring managers and follow up with candidates post-interview.
• Track candidate drop-off reasons (salary, location, accommodation, visa issues).
• Prepare offer letter details for review and update PeopleHum / hiring system status.
• Coordinate with hiring managers to collect feedback.

Onboarding Support

• Collect new joiner documents and follow up on signed offer letters and contracts.
• Prepare onboarding checklists and coordinate first-day arrangements.
• Support HRIS/profile setup and biometric/attendance setup.
• Share welcome documents, policies, org chart, and induction material.
• Track onboarding task completion and follow up with managers on first-week actions.
• Schedule 30/60/90-day check-ins.

Offboarding Support

• Prepare and maintain offboarding checklists; collect resignation documents/exit details.
• Coordinate clearance forms and follow up with managers, IT, finance, and operations.
• Track visa cancellation steps and final settlement document requirements.
• Schedule exit interviews and ensure company assets are returned.
• Keep offboarding records updated.

Visa and Compliance Admin

• Maintain employee document folders and support compliance record-keeping.

Leave Management Support

• Track leave requests and follow up with managers for approvals.
• Update leave trackers and maintain annual leave records.
• Check that leave forms and system entries are complete; flag conflicts or pending approvals.
• Help employees with basic leave process questions.

Attendance

• Monitor missing punches and follow up on attendance regularisation.
• Check pending approvals and track shift updates and roster corrections.
• Coordinate with managers for attendance clarifications.
• Prepare weekly attendance issue reports and escalate repeated issues to the HR Supervisor.

Medical Insurance Support

• Follow up for required documents and coordinate with brokers/providers.
• Support employees with basic insurance process questions.
• Flag urgent or unresolved cases to the HR Supervisor.

Probation Review Tracking

• Maintain the probation review tracker and send reminders to managers before due dates.
• Follow up on pending forms and schedule review meetings if required.
• Track 30/60/90-day review completion and escalate overdue reviews to the HR Supervisor.

HR Documentation and Filing

• Maintain employee folders and upload signed documents; check for missing documents.
• Keep contracts, IDs, visa files, warning letters, and policy acknowledgements organised.
• Prepare document packs when needed and maintain trackers for missing paperwork.

HR Systems and Data Hygiene

• Update HRIS records and maintain Notion HR trackers.
• Keep Google folders organised and ensure employee data is consistent across systems.
• Update status fields and due dates; prepare weekly overdue-task reports.

Policy and Communication Admin

• Prepare basic HR announcements and maintain policy distribution records.
• Support reminders for trainings or policy rollouts.
• Help format HR documents and templates.

Training and L&D Coordination

• Maintain training attendance records and schedule policy training sessions.
• Follow up with managers on training needs; track completed and pending trainings.
• Help coordinate onboarding training and prepare attendance sheets or feedback forms.
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