Senior Executive (HR Operations)

We are seeking a detail-oriented and highly organized HR Operations Senior Executive to manage the full spectrum of payroll administration, part-time staff management, and employee benefits administration.

This role involves handling approvals, maintaining accurate employee records, coordinating HR correspondence, and supporting various HR operational functions. The position plays a key role in ensuring timely HR processing while maintaining compliance with internal policies and regulatory requirements.

Part-Time Employment Management

• Manage the full lifecycle of part-time employees, including onboarding, profile updates, and termination processes.
• Prepare and issue Letters of Appointment (LOA) for all new part-time hires.
• Create and maintain accurate employee profiles in the BrioHR system.
• Ensure all part-time employment records are updated and compliant with HR policies and procedures.

Claims Management

• Review and approve claims submitted by part-time staff in a timely manner.
• Verify supporting documents for accuracy and compliance before processing.
• Review, validate, and process employee benefit claims in accordance with company policies.
• Coordinate with Finance and other departments to ensure timely reimbursement and proper record-keeping.

Insurance Administration

• Manage staff insurance processes, including renewals, deactivations, and policy updates.
• Liaise with insurance providers to ensure employee coverage information is accurate and up-to-date.
• Monitor and update insurance eligibility based on employment status changes.

Personnel File & Data Management

• Maintain a systematic filing system for both physical and electronic employee records.
• Ensure confidential handling and secure storage of employee information in compliance with data privacy standards.
• Prepare, organise, and update employee data for reporting, audits, and internal analysis.

HR Correspondence & Administrative Letters

• Draft, issue, and manage official HR letters and memos, including but not limited to:
  • Administrative Appointments
  • Programme Coordinator Assignments
  • Changes in Reporting Line
  • Transfers and Redesignations
  • Employment Conversions
  • Promotions
  • Salary Adjustments
• Ensure timely issuance and proper record-keeping of all HR correspondence.

HR Reporting & Operational Support

• Prepare and submit accurate monthly HR reports summarizing operational activities.
• Support the HR Operations Manager in monitoring HR activities and improving operational processes.
• Assist in HR audits, compliance checks, and internal reviews as required.

Payroll Responsibilities

Payroll Processing

• Manage end-to-end payroll processing for all employees, including calculations for salaries, bonuses, overtime, and deductions.
• Ensure payroll accuracy and compliance with company policies and statutory requirements.
• Verify and reconcile payroll data to ensure proper documentation and record-keeping.

Tax Compliance

• Stay updated on payroll tax regulations and ensure compliance with federal, state, and local requirements.
• Prepare and submit payroll tax filings accurately and within deadlines.
• Respond to tax-related notices and inquiries from relevant authorities.

Reporting & Analysis

• Generate payroll reports for management review, including payroll summaries, tax reports, and benefit contribution reports.
• Conduct periodic audits to ensure data integrity and identify discrepancies or errors.
• Analyse payroll data to identify trends, discrepancies, and opportunities for process improvement.
• Perform any other duties assigned from time to time.

Required Qualifications & Skills

• Bachelor’s Degree in Accounting, Finance, Human Resources Management, or a related field.
• 3–5 years of experience in HR operations, preferably with exposure to part-time staff management or employee benefits administration.
• Proven experience in payroll administration or related functions.
• Proficiency in payroll systems and Microsoft Office applications, particularly Excel.
• Strong understanding of payroll tax regulations and compliance requirements.
• Excellent analytical and problem-solving skills with strong attention to detail.
• Ability to prioritise tasks, meet deadlines, and work effectively under pressure.
• Strong interpersonal and communication skills to engage effectively with employees, management, and external stakeholders.

Preferred Qualifications

• Strong understanding of HR processes, employee benefits, and administrative procedures.
• Proficiency in HRIS platforms, particularly BrioHR, and Microsoft Office tools.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Ability to handle confidential information with integrity and professionalism.
• Capable of managing multiple responsibilities in a fast-paced environment.