HR coordinator

Summary: The HR Coordinator provides comprehensive HR operational and customer support services across the employee lifecycle, ensuring the efficient delivery of recruitment, onboarding, payroll administration, benefits and pension administration, employee records management, HR systems support and related employee services. The role serves as a key point of contact for employees and managers, delivering timely and accurate HR support while maintaining data integrity and compliance with company policies and statutory requirements. The position also supports HR reporting, workforce analytics and continuous improvement initiatives to enhance employee experience and operational effectiveness.

KEY TASKS / RESPONSIBILITIES

Recruitment Coordination

• Support end-to-end recruitment administration processes.
• Coordinate job advertisements and candidate communications.
• Arrange interviews, assessments and recruitment logistics.
• Maintain recruitment pipelines and vacancy trackers.
• Prepare recruitment metrics and activity reports.
• Support onboarding and induction coordination activities.
• Maintain candidate databases and talent pools.
• Liaise with approved advertising channels and service providers, and ensure related invoices are processed promptly.
• Plan and coordinate interviews and communicate with shortlisted candidates and hiring managers.
• Plan and coordinate induction for contract staff, interns and cadets, including the required system and service-desk requests.
• Administer internships by validating institutional documentation and duration, coordinating assessments and approvals, confirming required PPE and introducing interns to supervisors or line managers.
• Maintain accurate recruitment and onboarding records and provide periodic recruitment activity reports.
• Provide responsive support to candidates and hiring managers to promote a positive recruitment and onboarding experience.

Payroll and Invoice Administration

• Process monthly expatriate payroll inputs, including workovers, expense claims and travel recharges.
• Review and submit approved overtime sheets, leave allowance forms and other monthly instructions to the relevant contingent workforce service provider.
• Ensure cadet and intern allowance schedules are approved and submitted on time for payment.
• Obtain the required approvals, submit invoices for processing and follow up with the relevant Finance teams and service providers to support timely payment.
• Provide first-line support for routine payroll enquiries and escalate complex matters appropriately.

Benefits, Pension and Employee Programmes

• Administer employee benefit programmes, including medical and other approved employee benefits.
• Act as a point of contact for routine employee enquiries relating to benefits and pension arrangements.
• Send pension remittance schedules to the relevant Pension Fund Administrators when payment advice is received and liaise with relationship managers on feedback or exceptions.
• Maintain accurate benefit and pension records and support enrolment, review and employee communication activities.
• Review medical service invoices, obtain approvals and submit them for payment.
• Liaise with medical service providers regarding employee concerns and follow-through to resolution.
• Support employee welfare and wellbeing programmes as required.

HR Systems and Records Management

• Maintain accurate employee information in the HR Information System and in electronic or physical personnel files.
• Provide first-line support to employees and managers on HR self-service and routine HR system enquiries.
• Process and monitor HR workflows and employee transactions to ensure completion within agreed timelines.
• Conduct periodic checks of HR data and records to support accuracy, completeness and compliance.
• Prepare employee letters, employment confirmations and other standard HR documentation.
• Support improvements to HR systems, records and administrative processes.

Reporting and Analytics

• Prepare regular HR reports on headcount, recruitment, absence, turnover, training and other agreed workforce measures.
• Maintain HR trackers and dashboards and analyze data to identify trends, exceptions and opportunities for process improvement.
• Provide accurate workforce information to HR leadership and relevant business stakeholders.
• Support internal and external audits by providing accurate HR records and reports.
• Monitor HR service delivery measures and support continuous improvement actions.

Employee and Manager Support / Customer Service

• Act as a first point of contact for routine HR enquiries from employees and managers, providing accurate, professional and timely support.
• Manage HR enquiries within agreed service standards and maintain appropriate confidentiality.
• Support employee lifecycle processes, including onboarding, leave administration, payroll and benefit enquiries, employee documentation and offboarding.
• Escalate complex employee relations, policy or compliance matters to the HR Business Partner or HR Manager as appropriate.
• Interface with administrative officers across the bases on employee-related concerns and follow through on agreed actions.
• Promote a positive employee experience through responsive, consistent and customer-focused HR service.

Cadet, Expatriate and General HR Administration

• Provide required administrative support for expatriate documentation and statutory processes, including document checks and biometric requirements.
• Raise travel requests and coordinate travel tickets for cadet engineers for resumption and vacation.
• Assist cadets with expense claims, monitor payment of allowances and maintain regular communication with class representatives regarding student welfare and updates.
• Prepare visa and Temporary Work Permit letters for visitors.
• Provide general administrative support to the HR team and assist with other related HR activities as required.

Qualifications: 

• HR Degree – Preference will be given to candidates with HR Degree or Business Degree.
• CIPM Qualified - Preference will be given to candidates with CIPM qualification or its equivalent.

Skills:

• Customer Service Skills – including managing difficult customers. · Excellent attention to detail.

• Excellent planning and organizational skills ·

• A good communicator, able to develop relationships both internally and externally. 

• Adopt a proactive approach to managing work.

• Problem analysis and problem-solving ability is required to ensure solutions are determined.

• Is collaborative, works with all stakeholders to deliver results and keep others informed.

• Is resilient and able to work in a fast-paced environment. 

• Ability to juggle conflicting priorities and volumes of work.

Experience:

• Previous experience of working in an HR environment.
• Experienced in handling confidential information.
• Excellent all-round administrative skills, especially high-volume work.
• Knowledge of Microsoft Office Software to intermediate level · Use of Workday or alternative HR Information System would be desirable.