HR Assistant - Statutory Benefits

Job Summary

The HR Associate – Pre-Onboarding is responsible for ensuring a smooth, accurate, and compliant pre-employment experience for newly hired employees. This role manages all activities from offer acceptance up to Day 1 readiness, ensuring timely completion of requirements, data accuracy in HR systems, and coordination with internal stakeholders to support a seamless employee start.

Key Responsibilities

Pre-Onboarding & Employee Readiness

Manage end-to-end pre-onboarding activities from offer acceptance until employee Day 1

Communicate pre-employment requirements, timelines, and expectations to new hires

Track completion of pre-employment documents, medical exams, background checks, and other compliance requirements

Ensure all pre-onboarding requirements are completed accurately and within agreed timelines

Documentation & Data Management

Prepare, review, and validate employment contracts, offer letters, and onboarding documents

Encode and maintain employee information in HRIS and manpower trackers with high data integrity

Ensure completeness, accuracy, and consistency of employee records prior to onboarding

Maintain organized and auditable pre-onboarding files in compliance with data privacy standards

Stakeholder Coordination

Coordinate with Recruitment, Hiring Managers, Payroll, IT, and Facilities to ensure Day 1 readiness

Provide regular updates on onboarding status, risks, and delays

Escalate issues impacting start dates or compliance requirements in a timely manner

Process & Compliance

Ensure adherence to company policies, labor regulations, and internal controls related to hiring and onboarding

Support audits by providing accurate and complete pre-onboarding documentation

Identify gaps, inefficiencies, and risks in pre-onboarding processes and recommend improvements

Employee Experience

Serve as the primary HR point of contact for new hires during the pre-onboarding phase

Provide timely responses to inquiries to ensure a positive and professional onboarding experience

Support a consistent and standardized pre-onboarding journey across employee groups

Qualifications

Education & Experience

Bachelor’s degree in Human Resources, Business Administration, or related field

1–3 years of HR operations or employee services experience, preferably in onboarding or pre-employment processing

Skills & Competencies

Strong attention to detail and data accuracy

Excellent written and verbal communication skills

Strong coordination and follow-up skills

Ability to manage multiple hires and deadlines simultaneously

Working knowledge of HRIS, manpower trackers, and MS Excel

Understanding of pre-employment compliance and documentation requirements

Behavioral Competencies

Process-driven and detail-oriented

High sense of accountability and confidentiality

Customer-focused with strong service mindset

Able to work independently and collaboratively in a fast-paced environment