Operations and Admin Executive at Drake Business Services Asia Japan in Japan (full-time)

• • Operations
• • �� Provide support with on-site operations, with ad-hoc coverage of mailroom and/or receptionist duties

• • Recruitment, Onboarding & Offboarding
• • �� Maintain Head Count Requisition Form and update closure.
• • �� Manage full cycle of recruitment and selection, including pre-screening, arranging interviews and onboarding procedures
• • �� Complete pre-onboarding per SPS and Client’s onboarding standards.
• • �� Perform reference checks for candidates.
• • �� Initiate background checks to all new staff in accordance to Company and client’s requirements.
• • �� Collect NDAs and company documents to be signed by staff
• • �� Responsible for all work pass applications and renewals process
• • �� Attend to employee queries with regards to their benefits and remuneration at best effort basis
• • �� Responsible for offboarding and employee exits

• • Training
• • �� Trigger induction training for new employees and annual refresher’s training
• • �� Administer external training related matters including coordination, course registration, update and maintain training records

• • Employee Engagement and Satisfaction
• • �� Provide support to the Staff Engagement Committee – Townhall Meetings, Festive Celebrations, Team Building, Monthly get-togethers for HQ Staff, Quarterly Staff Award, Annual Dinner, and Long Service Award Presentations.
• • �� Facilitate Engagement surveys annually (results are generated by external vendor)
• • �� Maintain Life & News pitch under Beekeeper streams, post communication with regards to company news and updates.

• • Office Management
• • �� Be the point of contact for any office matter with shared office.
• • �� Maintain and organize administrative documents and records.
• • �� Prepare and post internal communications as needed

• • Revenue/Expense Management
• • �� Liaise with payroll vendor with regards to processing of monthly payroll, submitting monthly changes and documents and information relating to statutory contributions and employee income tax if required
• • �� Assist in the procurement of vendors and services when required both for the Company itself and client service contracts. Raise requisitions, support contract management, and prepare purchase orders. Send supplier invoices to Finance at timely manner.
• • �� Assist client web-system for supplier registration and invoicing.
• • �� Verify staff expenses via the expense claim system.

Other Tasks:

• • �� Assist HR Manager with HR documentations and policies implementation including localization
• • �� Handle queries on HR related matters from employees
• • �� Submission of monthly HR Reports
• • �� Perform mailroom/reception/service desk duties as required to cover client operation
• • �� Other ad-hoc duties as assigned by HR Manager

Future scope of work may include following tasks until Japan entity reaches certain point when HR and Finance functions are fully insourced, and both HR and Finance have dedicated resources.

Payroll Administration:

• • �� Close monthly time attendance data and process monthly payroll and generate report or liaise with Payroll supplier
• • �� Verify and process claims of employees
• • �� Liaise with Finance/Finance supplier on the payroll submission matters

Project Management:

• • �� Supplier selection and prepare approval document

The ideal candidate will display the following knowledge, skills and qualities:

• • �� Diploma in Human Resources or relevant qualifications
• • �� Minimum 2 years of work experience in an HR Generalist/Operations role
• • �� Native in Japanese, proficient in English
• • �� Competent use of Microsoft Office: Excel, Word, PowerPoint, web-based system
• • �� Nice to Have: Experience for Talent Acquisition, HRBP, HR Operation, and Procurement Admin. Social
• • and Labor consultant
• • �� Able to work independently with minimum supervision
• • �� Ability to work under stress, multi-tasking and adaptability. Able to prioritize and meet tight deadlines
• • �� Highly motivated, team-player and resourceful
• • �� Ability to work with ambiguity
• • �� Be able to work accurately even under pressure, paying attention to detail and ensure tasks are
• • completed on time