HR Assistant

Overview of role

We are seeking a detail-oriented and proactive HR Assistant (the "Assistant") to join our Human Resources ("HR") team in Hong Kong office. This is an exciting opportunity for the Assistant to work closely with and provide direct support to the HR Director and Senior HR Manager in handling the full spectrum of HR functions, from onboarding to employee engagement and beyond – ensuring every stage of the employee life cycle is impactful and rewarding. This role will be responsible for HR administration within a fast-paced legal environment and to deliver effective, professional and smart solutions that have a positive impact on our people. The Assistant is also responsible for onboarding and offboarding, Law Society filing and compliance, matrix supporting the recruitment, immigration, HR operations, HR advisory and reporting. The ideal candidate will have strong organizational skills, excellent communication abilities and a commitment to confidentiality.

Duties, Responsibilities & Person Specification

Onboarding & offboarding

1. • Connect with candidates, hiring manager/HR Manager/Global Resourcing and recruitment agencies to organise interviews and written tests where necessary.
   • Prepare first drafts of employment contracts with accuracy when requested.
   • Arrange all necessary on-boarding requirements in the lead up to the first day of work for all new joiners including but not limited to, initiating and coordinating background checks, organising and confirming induction schedules and IT set up, arranging welcome packs, internal communications via email of new joiners prior to joining, greeting emails with important HR information to new joiners, and arranging photo taking on the joiner's first day.
   • Administer the registration of the group medical insurance for all new joiners and leavers and maintain proper and up to date registration records.
   • Monitor probation periods for new joiners and assist with probationary process by preparing letters, sending reminders and collating necessary information to facilitate the process.

Immigration 

2. • Reach out to new joiners to provide work permit application instructions, liaise with them to collate necessary documents, prepare application forms and keep track of the application status.
   • Assist with renewal applications for work permits for current employees. Ensure all work permit application submissions are scanned clearly and saved to iManage.

Law Society filing and compliance

3. • Assist with the applications to and filings with the Law Society of Hong Kong by preparing and collating application and supporting documents with high accuracy, regular status tracking, maintaining accurate and up to date printed and/or electronic records of certificates and correspondence from the Law Society of Hong Kong.

Employee Records Management and HR Administration

4. • Produce and maintain up to date HR documentation and guidelines such as secretarial allocations summary, new joiners' checklists, the procedural checklists for applications and filings with the Law Society of Hong Kong, work permit applications etc.
   • Maintain up to date employee records and leave records in the HRIS accurately and timely.
   • Assist with payroll administration by providing attendance records when required.
   • Be the first point of contact in answering and providing assistance for internal enquiries in relation to the HRIS.

Education, Skills & Experience

Essential:
•    Bachelor’s degree in Human Resources, Business Administration, or a related field.
•    1-2 years' of experience in an administrative or HR support role in a professional services environment (law firm, accounting firm, banking, consulting) is preferred. Fresh graduates will also be considered. 
•    Basic understanding of the Law Society of Hong Kong filing and requirements.
•    Excellent written and verbal communications in English and Chinese.
•    Proficiency in Microsoft Office.
•    Proficiency in HRIS (e.g, SAP SuccessFactors, Workday or similar).

SKILLS AND ABILITIES

Candidates will need to demonstrate a high level of effectiveness in each of the following skills and abilities:

•    Tact and diplomacy to deal with confidential matters
•    Excellent attention to details and accuracy
•    Excellent time management and organisational skills
•    Proactive and self-motivated with a "can do" attitude
•    High level of responsibility in regards to taking ownership to get the job done
•    Works independently and as a team player
•    Effective and clear communication, both verbally and in writing, with people at all levels
•    Able to work in a fast paced environment; and adaptable skills for managing change and unpredictability in a professional and efficient manner