HR Operations Specialist (Contract)

Job Description

The HR Operations Specialist supports the delivery of a structured, compliant, and positive onboarding experience for all new joiners. The role focuses on executing onboarding operations, preparing employment documentation, coordinating onboarding logistics, and ensuring statutory and process compliance under established frameworks.

This role works closely with Employee Services & Experience, Talent Acquisition, HRBP, Payroll, IT, Facilities, and external vendors to ensure new hires are operationally ready from Day 1. The incumbent is expected to follow defined processes, maintain accurate records, and escalate issues appropriately while developing strong foundational experience in HR operations and onboarding.

Responsibilities

• Manage onboarding processes for all hire types.
• Prepare and issue official documents including Letters of Employment (LOEs), addendums, consultant letters, and staff line letters (CML).
• Facilitate and present during onboarding sessions, welcoming new joiners and delivering orientation briefings and office tour.
• Coordinate Buy-Out and Sign-On bonuses in collaboration with Talent Acquisition and Payroll.
• Arrange pre-employment medicals and ensure all onboarding logistics (courier, IT tools, access cards) are in place.
• Set up Day-1 sessions including calendar invites, room bookings, welcome kits, food, transport, and other logistics.
• Send pre-boarding emails including buddy introductions, IWMS access, and Day-1 details.
• Support the delivery of New Hire Orientation (excluding structured training modules).
• Respond to employee onboarding queries via altHR and support other HR Ops needs when required.
• Coordinate Third-Party contract extensions, salary increments, and ensure timely updates in HR systems.
• Maintain onboarding SOPs and workflows, ensuring documentation is always audit-ready and up to date.
• Support the identification of onboarding and employment documents that require statutory stamping (e.g. offer letters, extension letters).
• Assist in maintaining the list of documents subject to stamping, based on established guidelines.
• Execute stamping activities in accordance with the defined stamping process or framework.
• Track stamping status, maintain proper records, and ensure documents are filed accurately for audit purposes.

Requirements

•  This role is a 2-year contract under a third-party outsource contract.  
• 1–2 years of experience in HR administration, onboarding, or HR operations (fresh graduates with relevant internship experience may be considered).
• Prior experience managing onboarding or HR operations in a shared service or high-volume environment.
• Proven ability to confidently facilitate onboarding sessions and speak to groups of new joiners in an engaging, professional manner.
• Solid understanding of onboarding compliance, documentation, and cross-department coordination.
• Hands-on experience with HR systems such as SuccessFactor (Onboarding module), altHR, MyTax or similar tools.
• Highly proficient in Microsoft Excel — you’re comfortable with trackers, reporting, and basic formulas.
• Excellent attention to detail and ability to work independently with minimal supervision.
• A proactive, solutions-oriented mindset with the ability to manage multiple onboarding cases simultaneously.
• Strong stakeholder management skills — you know how to partner with TA, HRBP, Payroll, IT, and Facilities effectively.
• Comfortable presenting to various levels of employees, from interns to senior hires, and able to tailor communication style accordingly.
• Familiarity with tools or techniques to enhance session engagement (e.g., digital icebreakers, interactive slides, feedback tools).