People Operations & Finance Associate - Refund Operations

People Operations & Finance Associate, Japan

To provide comprehensive Human Resources Administration and Finance support for the Refund Operations function in Japan and when requested to assist with the administrative needs of other APAC offices.

Working closely with the talent acquisition specialist, your role will be complementary and fully responsible for HR and Finance operations for the Refund Operations business unit based in Japan.

You will work closely with the head of refund operations, counter managers and team members on a daily basis ensuring smooth operations. At month end, you will work with the finance team to ensure finance reporting of the refund operations people costs.

Main duties and responsibilities:

• First point of contact for all HR & Finance related queries
• Onboarding of new hires, ensuring all the necessary paperwork is completed, especially those of registering the new hire with the various local government agencies
• Administer HR related documentation, such as but not limited to employment contracts, confirmation letters, promotion letters, extension of probation, visa applications, certifications etc
• Prepare and keep up-to-date employee P-files
• Input and update data in a timely manner into Workday – HR Information System
• Prepare requisitions and conduct onboarding for new employee
• Ensure timely payroll processing by providing inputs and working closely with the Payroll provider
• Keep up to date with changes in labour regulations
• Prepare and maintain ad hoc reports and queries
• Compose and distribute routine written correspondence from HR
• Manage specific projects as determined in the annual HR operational plan as well as participating in functional and cross-functional initiatives
• Maintain administrative forms and manuals
• Maintain the service providers/vendors contacts
• Routinely update service contracts
• Ensure accurate and timely monthly reporting of cost to Finance
• Other administrative duties as assigned

Specific skills and knowledge:

• Diploma in Human Resources or Administration with minimum 2 years of experience in Human Resource Administration
• Experience in payroll processing is a requirement, especially payroll processing for Haken (part-time) employees
• Past working experience within an international/multicultural environment is an added advantage
• Proficiency in IT skills, particularly Microsoft office
• Knowledge of HRIS an added advantage
• Professional, proactive, and positive CAN-DO attitude – see opportunities not problems. Is a solution provider, build partnership and create trust among staff
• Has excellent organisational skills with the ability to prioritize and effectively manage conflicting and competing priorities
• Is Independent, goal-oriented and self-motivating personality
• Fluent in English (verbal/written) and Japanese language