Full Time People - Organization Executive Jobs, in Mars Veterinary Health - Maukerja

The Role

The P&O Executive role is to provide structured, accurate, and compliant People & Organisation support to MVH Asia’s hospitals, enabling associates to perform effectively and deliver high-quality veterinary care.

This role ensures the consistent execution of HR operations, policies, and employee lifecycle processes in a fast-paced clinical environment, supporting both business continuity and associate experience.

Key Responsibilities

The P&O Executive provides day-to-day operational and administrative support to the P&O Business Partner (BP) team, working closely with payroll vendors, Finance, Line Managers, and internal stakeholders to ensure HR processes are executed accurately, timely, and in compliance.

Payroll & Reporting Support

• Act as the primary coordinator with external payroll vendors by preparing, checking, and submitting payroll inputs, including monthly payroll runs and ad hoc payments (e.g. bonuses, increments, recoveries), under the guidance of the P&O BP team.
• Work closely with Finance to gather required data such as commissions and incentives, and support monthly, quarterly, and adhoc cost allocation and cross charge reporting.
• Support accurate and timely submissions for statutory contributions, government claims, and regulatory filings, following established processes and timelines.
• Assist the P&O BP team in responding to payroll and tax related queries from associates and Finance by checking data, clarifying details, and escalating discrepancies where needed.
• Maintain accurate payroll related data in HR systems and support audit requirements by preparing documentation and responding to data requests.

HR Administration & Documentation

• Prepare employment related letters and notifications (e.g. confirmation, extensions, resignations, terminations, transfers, certificates of employment, merit changes) based on confirmed inputs from P&O BPs and Line Managers.
• Ensure all letters, memos, and policy documents are accurately uploaded and maintained in HR systems in a timely manner.
• Maintain and safeguard associate personnel files in compliance with data protection and confidentiality requirements.
• Support insurance administration by updating enrolments and deletions and following up on associate insurance related queries when needed.

Leave, Time & Attendance Support

• Set up and maintain approval workflows in HR systems and support the generation of leave, time, and attendance reports as requested by P&O BPs or Line Managers.
• Assist with absenteeism and punctuality reporting, including basic validations to support payroll processing.

Pre Onboarding & Onboarding Coordination

• Coordinate preboarding activities by reaching out to new hires to collect required documentation and creating associate profiles in HR systems.
• Liaise with Line Managers and IT teams to ensure system access, email accounts, and equipment are arranged before Day 1.
• Send welcome and Day 1 reporting details to new hires, ensuring a smooth and well coordinated onboarding experience.

Offboarding Coordination

• Update HR systems accurately upon an associate’s exit and support offboarding processes, including clearance, documentation, and statutory requirements.
• Coordinate with payroll vendors and Finance on final payroll, tax clearance, and any ad hoc payments, escalating complex cases to the P&O BP team.

Performance & Records Management

• Support performance tracking by collating and filing appraisal forms, disciplinary documents, and performance related records accurately and within timelines.
• Ensure all documentation is properly stored and maintained in associate personnel files.

Role Scope & Way of Working

• Operates as a supporting role to the P&O BP team, focusing on execution, coordination, and data accuracy rather than decision-making.
• Works closely with internal stakeholders and external vendors by following established processes, checking details carefully, and escalating issues where required.
• Performs other administrative and operational tasks as assigned to support the effective and smooth functioning of the P&O team.

Key Requirements

1. Education & Professional Qualification

• Diploma or Bachelor’s degree in Human Resources, Business Administration, Accounting, or a related discipline.
• Formal HR certification is not required; candidates early in their HR career are welcome.

2. Knowledge, Experience & Functional competencies

Knowledge

• Basic understanding of payroll concepts, employment administration, and HR operations.
• General awareness of local employment practices and statutory requirements (e.g. CPF, leave administration, tax filings), with willingness to learn in detail.
• Familiarity with HR information systems (HRMS) and data management concepts is an advantage.
• Understanding of data confidentiality and personal data protection requirements.

Experience

• 2-3 years of experience in HR operations, payroll support, or administrative roles is preferred.
• Exposure to payroll processing, HR administration, or employee lifecycle activities is beneficial but not mandatory.
• Experience working with vendors, internal stakeholders (e.g. Finance, Line Managers), or shared services teams is an advantage.
• Fresh graduates with relevant internships or strong administrative experience may also be considered.

Functional competencies

1. Action Oriented

Takes initiative to complete tasks promptly, follows through on assigned responsibilities, and ensures HR processes are executed within agreed timelines, especially for payroll and employee transactions.

2. Ensures Accountability

Demonstrates care and accuracy in handling data, documentation, and system updates, recognizing that errors can impact payroll, compliance, and associate experience.

3. Customer Focus

Provides responsive and professional support to internal stakeholders (associates, Line Managers, Finance, vendors) by addressing requests clearly and escalating issues appropriately.

4. Communicates Effectively

Listens carefully to instructions and stakeholder queries, seeks clarification when required, and ensures accurate understanding before execution.

5. Collaborates

Works cooperatively within the P&O team and with cross functional partners, contributing as a reliable team member in a shared services environment.

6. Instils Trust

Handles confidential employee information responsibly and adheres strictly to data protection, compliance, and ethical standards.