HR Documentation & Benefit Administration - Associate

Job description

Job responsible: The Associate – Documentation & Benefit Administration is responsible for managing employee documentation, maintaining accurate personal files, preparing HR-related letters and certificates, preparing and processing all benefit-related activities including medical and non-medical reimbursements, insurance administration, OT and leave management. This role ensures the accuracy and timeliness of benefit transactions while maintaining effective communication between employees, HR, and external benefit providers. Also, this role requires strong attention to detail and a solid understanding of HR operations, particularly in managing employee data, documentation, and benefits processes across the employee lifecycle. The role also supports compliance with benefit policies, statutory requirements, and internal HR processes. A. HR Documentation Management Maintain and update all employee personal files (physical and digital) in accordance with Firm policies and data retention requirements. Prepare HR letters such as employment certificates and various official HR documents upon request. Ensure accuracy, confidentiality, and completeness of employee documentation. Maintain document templates and ensure consistency with HR policies and formats. Support audit readiness by maintaining structured and compliant documentation. Maintain accurate benefit files and documentation for audit readiness. Prepare benefit-related reports for HR Enablement Lead or HR Director. Support monthly benefit reconciliation or checks with Payroll and Finance. Ensure all updates adhere to internal controls and benefit policies. B. Statutory & Non‑Statutory Benefit Processing Prepare and process employee reimbursement claims (medical, non-medical, etc.) according to eligibility. Support insurance administration (adding/removing employees, claims documentation, member updates). C. Leave, Attendance & OT reporting and Administration Maintain leave data and update leave records in HR systems or trackers or creating the report related. Verify OT and special pay claims for compliance and accuracy before submitting it to Payroll. Coordinate with employees, managers, and partners for missing or incorrect submissions. D. Coordination & Service Delivery Coordinate with HRIS, TA, HRBP, and Payroll to ensure consistent information flow for documentation needs. Provide timely and efficient service to employees, managers, partners and external providers. Support ad‑hoc tasks related to HR operations as assigned by the HR Enablement Lead and HR Director E. Employee Support & Communication Respond to employee inquiries regarding benefit entitlements, processes, and documentation requirements. Provide guidance on reimbursement procedures, insurance usage, etc. Liaise with benefit vendors including insurance for routine queries or document follow-up. F. HR Operations & Governance and Compliance Support Ensure documentation comply with legal and Firm requirements. Support HR governance and compliance activities by maintaining records aligned with ISQM and audit requirements, as well as preparing supporting evidence for internal audits and compliance reviews. Maintain accurate HR document archives and support the HR Enablement Lead in implementing document control improvements. Support data privacy compliance, including secure handling and storage of sensitive employee documents. Ensure benefit processes comply with Thai labour law and Firm policies. G. Special Implementation Projects (as assigned) Support HR projects such as process improvement, system upgrades, or policy rollouts. Job Qualification: Bachelor’s degree in HR, Business Administration, or related field. Fresh graduates or 1 year’s experience in HR operations or benefit administration preferred. Experience in HR benefit administration will be an advantage. Good communication skills in Thai and English. Familiarity with Microsoft Office and HRIS platforms.