HR Specialist & Office Coordinator（期限切れ）

Destinations of the World

会社

Destinations of the World

求人ID

128129

勤務地

日本東京都Tokyo

掲載日

2018/06/22

業種

旅行 / 観光 / ホスピタリティ

職種

その他営業、企画

雇用形態

フルタイム / 中途・役職なし

給料

給与についての記載なし

• 相談可

Destinations of the World was created in 1993, the most trusted company dedicated to B2B travel industry wholesaling. We know the key to success is our people, especially for our clients, that is why we are looking for the best person to fill this role.

Main function of job:
Provide HR and Administration support to the Japan office-based employees. Working closely with the HR team based in Dubai Head Office to a high quality of HR service is delivered to the whole company.


Responsibilities:
Recruitment and New Joiner process:

- Be fully involved in the recruitment process (releasing job ads, screening resumes, run phone and face-to-face interviews, reference check).
- Prepare contract of employment for new hires.
- Confirm the date of joining to the required teams involved (HR, IT, Admin, relevant hiring departments), co-ordinate workstation and IT set up.
- Be responsible for the on-boarding process (gather required new joiner documents for internal and external purpose, notify the required departments and organize the induction plan with the relevant departments).
- Conduct the HR induction session regarding Company presentation and HR policies.
- Create personnel file for the new employee and monitor the completion of the employee requirements.

Leaver Process:
Get the confirmation of the last working day from the line manager and inform the relevant department accordingly.
Prepare the full and final settlement and coordinate with Finance for the release.
Prepare Employee service Certificate on the last working day.
Coordinate necessary HR documentations: Exit interview, Hand over and Clearance form.
Collect necessary documents for the Welfare benefits to be communicated to the Authorities
Conduct the HR Exit Interview with leaver.
Collect company assets: Access Card, Office cabinet keys etc.
Update the HR database to ensure HR records are accurate at any point.
Payroll Process:

Gather payroll updates from line managers and internal system (Time and Attendance, Deductions, Reimbursement, Overtime, New Joiner and Leaver Details).
Validate Timesheet and check leaves.
Send payroll updates to payroll outsourcing company for the computation.
Validate computation reports of the outsourcing company.
Run payroll reports and share it with the HR Director for approval and process.

HR Admin:
- Maintain Employee’s Personal Files by ensuring that all required documents are filed for existing and previous employees.
- Manage the leave records (annual leave, sick leave, maternity leave…) and keep accurate records.
- Provide salary certificate to employees when requested.
- Ensure the Employee medical check-up is up to date and compliant with the local labour law.
- Assist in processing for working visa requirements of expats employees.
- Manage and process all government mandated benefits and inquiries.

Reporting:
- Update weekly HR masterfile, staff movement, recruitment activity report.
- Update HR Activities Report and organization chart monthly
- Weekly HR update meeting with HR and Administration Specialist.
- Ensure that leave database are updated and send to Line managers every month.
Administration

Office Support
- Travel Support
- Responsible for management of corporate documents.
- Be the contact point for ad-hoc requests from legal counsel and assist accordingly.
- As a contact point of Tokyo office, assist DOTW/BICO IT team with set-up for IT hardware (lap/desktop, telephone, photocopier, fax, etc.) and software (outlook, basic software, etc)
- Manage Office Maintenance queries by liaising with the building maintenance management and furniture suppliers.
- Manage Office related projects required.
- Manage office furniture requirements; review of cost, negotiate with suppliers, liaise with Finance Department, and ensure correct set-up in followed.
- Handle stationary (negotiation with suppliers + handling the invoice), pantry, and printer toner and toiletries supplies.
- Ensure that Office policies and procedures are followed-up (health and fire prevention safety policy, first aider) and responsible for incident report.
- Co-ordinate the ordering of Business Cards for New hires and existing staff when required.
Receive, sort, and route domestic and local courier (communicating it to Finance) and dispatch to the appropriate department.
- Be the Point of Contact for a Japan holiday alerts and distribution of office holiday and emergency contact information
- Liaising with travel agent to arrange all staff’s Business Travel and coordinate visa when required.
- Prepare Invitation Letter for trainers and guest.
- Be the point of contact for any traveler concerns or service issues.
- Legal support
- IT support


Key Competencies
- Excellent Communications and Interpersonal skills, able to deal with all levels in the organisation
- Excellent planning and organizational skills, able to handle multi tasks and to meet deadlines
- Able to work autonomously
- Attention to Details
- Analytical skills
- Team Work
- Problem-solving

Qualifications & Experience
- 5 years of HR and Administration Experience with office management & recruitment experience
- Knowledge and understanding of the Japan Labour law.
- Good English skills & fluent Japanese (verbal and written)
- Administrative Skills
- Knowledge within the B2B Travel industry with on the ground networks would be an advantage

HOW TO APPLY?
If you decide to apply please follow these simple steps:
(1) Apply through Gaijinpot or CareerEngine.org
(2) Apply to this website:https://jobso.id/beor