Executive/Senior Executive, People Operations

We are seeking a meticulous, organized, and agile People Operations Executive / Senior Executive to join our growing People team. In this role, you will be the engine of our HR operations, ensuring data integrity, strict compliance, and an exceptional employee experience across the entire talent lifecycle.

This role is ideal for an HR professional who thrives on operational excellence—blending day-to-day data and systems management with high-stakes compliance, including work passes and educator registrations.

Designed for a forward-thinking catalyst, this position goes far beyond traditional administration. It calls for an individual who is passionate about championing continuous improvement, eager to streamline scaling pipelines, and actively architect automated solutions to build a highly scalable, future-ready People Operations ecosystem and to deliver an exceptional, frictionless employee experience.

Key Responsibilities

• 1. Lifecycle & Operations Management
• ATS & Core HR Integration: Perform accurate and timely data entry within the Applicant Tracking System (ATS) to seamlessly initiate new hire integration, trigger system workflows, and transition candidates to employees.
• Document & Compliance Management: Manage the comprehensive collection of mandatory new hire documentation required for early childhood educator registration and regulatory compliance.
• Proactively follow up with candidates to ensure all documentation gaps are closed within strict timelines.
• Medical Screening Coordination: Coordinate pre-employment medical examinations with appointed vendors.
• Monitor, retrieve, and review medical reports, ensuring timely escalation of any anomalies to the Talent Acquisition (TA) Lead and respective recruiters.
• Contract Generation: Partner with recruiters to confirm final start dates and accurately generate Letters of Offer (LOA) and employment contracts via Adobe Sign.
• Stakeholder Coordination: Serve as the central point of contact for onboarding, seamlessly coordinating and communicating first-day reporting details with new hires and all relevant internal stakeholders.
• Employee Lifecycle Data Entry: Own the accurate and timely entry of all employee movements (e.g., promotions, transfers, terminations) across HR Information Systems (HRIS) to ensure absolute data hygiene.P-File Documentation: Establish, maintain, and systematically audit digital Personnel Files (P-Files), ensuring absolute confidentiality, data privacy compliance, and total readiness for internal and external audits.
• Shared Services Mailbox Management: Serve as the primary custodian of the HR Shared Services mailbox, acting as a Center of Excellence (COE) to resolve second-tier employee inquiries within stipulated Service Level Agreements (SLAs).
• 2. Workforce Compliance & Mobility
• Work Pass Administration: Manage the end-to-end lifecycle of work passes (applications, renewals, and appeals) in strict compliance with the local Ministry of Manpower (MOM) or relevant regulatory guidelines.
• Educator Registration: Serve as the primary corporate liaison and administrator for mandatory professional registrations, licensing, and credentialing with external, local educational regulatory bodies.
• Repatriation & Exit Compliance: Manage the regulatory and legal processes of offboarding foreign employees, including timely work pass cancellations and corporate repatriation travel arrangements.
• 3. Operational Excellence & Process Automation
• Process Streamlining & Optimization: Continuously review existing People Operations workflows—such as onboarding pipelines, P-file archiving, and mailbox triage—to eliminate manual bottlenecks, reduce turnaround times, and enhance the overall employee experience.HR Automation & Tool Leveraging: Identify clear opportunities to automate repetitive administrative tasks.
• Partner with IT or HR system administrators to implement automated email triggers, self-service forms, or macros that reduce human error and eliminate manual data entry.
• Standard Operating Procedures (SOPs): Author, update, and maintain comprehensive SOP documentation for all core People Operations processes to ensure operational continuity, knowledge retention, and compliance across the team.
• Data-Driven Improvements: Analyze operational trends to propose systemic fixes, build employee self-help FAQs, and drive continuous improvement.
• Education & Experience: Bachelor’s Degree in Human Resource Management, Business Administration, or a related discipline, with 3-5 years of hands-on experience in HR operations or shared services.
• We are seeking candidates ranging from junior professionals eager to build a career in a "People First" environment to strategic operational experts skilled in architecting automated solutions and driving rigorous workforce compliance.

Technical Skills

• Proficiency with HRIS and ATS platforms.
• Familiarity with Success
• Factors (SF), Workday, Adobe Sign is advantageous.
• Domain Knowledge: Basic understanding of local employment laws and MOM work pass regulations.
• Experience in the Early Childhood Sector or handling educator registration with local regulatory bodies is a strong plus.
• Attributes: Meticulous Eye for Detail: Meticulous, attention to detail with a high level of data accuracy.
• Process-Oriented: Enjoys building order, organization work, and following systematic workflows.
• Customer-Centric Communication: Professional and empathetic communication style when engaging employees or candidates.
• For senior levels, this includes acting as a "Center of Excellence" to resolve complex, second-tier inquiries within stipulated SLAsAnalytical Problem Solver: Proactively spots bottlenecks in the onboarding or registration pipeline and takes the initiative to propose systemic fixes and build self-help FAQs based on operational trends
• Stakeholder Management: Exhibits excellent interpersonal and communication skills to confidently manage relationship dynamics with internal and external stakeholders
• Agile Ownership: Highly organized and capable of multitasking under tight regulatory timelines.
• Shows a strong sense of ownership, ranging from executing assigned administrative tasks to acting as a forward-thinking catalyst for continuous improvement.
• Good to Have
• Proven track record of leveraging basic automation tools (e.g., macros, form triggers) to streamline manual HR administration.
• Fluency in leveraging AI productivity tools to enhance administrative efficiency and communication.
• Familiarity with low-code automation tools (e.g., Power Automate) to streamline repetitive HR workflows.