General Affairs/Human Resources Supervisor

International company is seeking a General Affairs/Human Resources Supervisor responsible for supervising day to day administration and coordination of the Human Resources and Administration functions.

I. General Affairs/Administrative Function

1. Supervises General Office & Property Maintenance by maintaining supplies by identifying needs for conference rooms, reception, lounge, mailroom, and kitchen; by communicating with property owner and vendors to maintain proper office environment and equipment (such as telephone, copier, mail, security, etc.); by monitoring the Assistants daily operation and resolving any problems or issues with employees and venders by consulting with department head as needed; by purchasing printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices within budget; and by assisting in analyzing, determining, developing and executing the most efficient and effective operation procedures. Maintain and improve them as needed.

2. Coordinates Company Event and activity by negotiating for space contracts and book event space, arrange food and beverage, order supplies and equipment and ensure appropriate dcor to meet quality and budget requirement; by conducting research, making site visits, and finding resources to help staff make decisions about event possibilities; by proposing supervisor with new ideas to improve the event planning and implementation process; and by coordinate appointments and scheduling of events on the calendar.

3. Corporates Insurance Management by fully understanding all related insurance, renewal cycle and its policy; by preparing audit related materials; by closely communicating with insurance broker for renewal rates and options; and by preparing related proposal draft for Supervisor

4. Supports Executives, Visitors and Expatriates by ensuring company executives, visitors, and expatriated employees with travel arrangements needs; by keeping track of visitors In/Out log and control distribution of temporary keys and store in a safe place; and by preparing expense reports as needed.

5. Coordinates Internal Document and Agreement by promptly and properly saving and listing companys internal documents, and agreement; by maintaining record of all company cabinets; and by maintaining and ensuring safety of company storage space and coordinating document destruction.

6. Coordinates Registry by ensuring all incoming mails distribution and outgoing mails arrangement such as FedEx, UPS, USPS (and certified mail); and by maintaining and coordinating mailing list & holiday greeting cards in a timely manner. 7. Coordinates Office Safety by ensuring and maintaining office keys by securing and logging key distributions; by acting building fire warden; and by maintaining safety related supplies such as first aid kit.

Supervises Staff by providing direction and delegating responsibilities to subordinate Staff and evaluating their work, thereby ensuring that the departments overall goals may be met; by coordinating schedules; by giving performance feedback and conducting performance evaluations; by authorizing and advising Staff expenses; and by interviewing, hiring, disciplining, training, developing, and advising Staff.

II. Human Resources Function

1. Coordinates Recruiting and Staffing Activities by understanding companys recruiting policy/procedures, company culture, Job Description of position and its requirements; by processing recruiting activities in consultation with supervisor and other members of Management; by conducting proper pre-hiring training to hiring manager(s) (e.g. proper job interview tips, explaining step by step approval process, etc.); by communicating with both hiring manager(s) and recruiting agencies (if applicable), screening and recommending qualified candidates to Supervisor and scheduling interview; by coordinating and attending job interview; by managing job offer negotiation in consultation with Supervisor and other members of Management; and by conducting pre-employment screening with outside vender.

2. Coordinates Onboarding Process by fully understanding companys HR policy, Employee Handbook (applicable states) and company benefit structure; by fully understanding the difference between locally hired and expatriated employees process; by preparing new hire orientation documents including COBRA notification, Wage Notification (if applicable) and applicable training schedule; by preparing orientation and training plans; by closely communicating with hiring team and conduct onboarding/orientation/facility tour, etc.; by preparing payroll data, benefit & 401K enrollment in a timely manner

3. Coordinates Termination Process by promptly preparing termination documents for supervisor and IT department, update company record and insurance record including COBRA notification; by conducting exit interview and sharing the result to Supervisor and related parties (if applicable); by properly computing final compensation; and by timely updating all related HR & company record

4. Coordinates Compensation Administration by overseeing all necessary arrangements for payroll processing for locally hired and expatriate Staff, in accordance with company policies; by confirming the accuracy of payroll information; by confirming overtime and necessary payroll deductions; by approving payroll & 401k data prepared by payroll outsourcing company; by coordinating the filing of income taxes for expatriate Staff; by communicating with parent company as necessary; by accurately preparing annual raise and bonus calculation for Supervisor; by responding to inquiries and audits from government agencies; and by assuring accuracy of all necessary payroll data entry and processing for both local and expatriated employees in accordance with parent companys oversea assignment policy and benefit;

5. Coordinates Benefit Administration by overseeing all necessary arrangements for benefit processing for locally hired and expatriate Staff, in accordance with company policies; by fully understanding company fringe benefits (Medical, Dental, Life, 401k, etc.), assist all employees with benefit inquiry; by reviewing monthly invoices from insurance venders and prepare re-billing forms to Head Office and US affiliated companies as required; by providing benefits information to Staff; by answering Staff questions regarding benefits and assisting Staff in communicating with providers; by coordinating all insurance plans with plan administrators; by negotiating with providers for the best terms and conditions and proposing Supervisor; by coordinating the annual renewal of benefits plans; and by communicating with all concerned parties about changes in information.

6. Coordinates Performance Management by mastering companys HRIS and performance policy to assist employees with questions; by creating, updating and maintaining Job Descriptions; by entering and updating employees Annual Goals into HRIS; by preparing, addressing and monitoring companys Mid-term/Annual Performance Review and Goal Setting Schedule and ensure all employees to meet due date; and by supporting employees supervisor with creation of PIP (Performance Improvement Plan).

7. Coordinates Employee Training by ensuring all mandatory training to be hosted in timely manner; by researching and proposing new or alternative training and venders by meeting company budget; by arranging and coordinating onsite or web-based seminar with internal and external trainers;

8. Coordinates compliance related reports (i.e. ACA, EEOC, 401k, WC audit) by understanding each regulations and due dates; by accurately preparing requested data; and by submitting requested data in timely manner

9. Coordinates Company policies and procedures; by monitoring HR trends (i.e. salary, benefits, employment laws, etc.) and providing recommendations for improvements as needed; by evaluating job responsibilities and recommending outsourcing as necessary; by coordinating and conferring with legal counsel and consultants; by troubleshooting problems in a timely manner and seeking third-party advice as necessary; by responding to inquiries from outside parties; by answering questions from Staff; by overseeing maintenance of personnel and personal records, including medical, dental, and disability insurance claims from Staff, and updating records as necessary; and by accurately and timely maintaining and filing documents.

Qualifications

• Bachelors degree from four-year college or university
• five to eight years of related experience; or an equivalent combination of education and experience.
• Must have supervisory skills and HR management experience.
• strong interpersonal/communications skills
• Proficient in MS office