HR Operations Assistant Manager

Role Overview

The Assistant Manager in HR Operations will oversee the entire administrative and management lifecycle of outsourced manpower across the organization. This role functions as the central liaison among the company, staffing agencies, and business stakeholders to ensure seamless workforce management, including payroll coordination, attendance monitoring, compliance adherence, and employee lifecycle processes.

Primary Responsibilities

• Manage end-to-end outsourced employee lifecycle activities such as onboarding, deployment, transfers, and offboarding.
• Maintain precise headcount and workforce data for all agency-supplied employees.
• Collaborate with business units to fulfill manpower needs punctually.
• Track workforce utilization, productivity, and manpower allocation across multiple sites.
• Generate routine reports and analytics covering headcount, employee movements, attrition, and associated costs of outsourced staff.

• Act as the main liaison for manpower agencies and staffing vendors.
• Ensure that agencies meet service level agreements, contractual terms, and organizational criteria.
• Coordinate documentation processes including visa applications, medical insurance, contracts, renewals, and record keeping for outsourced staff.
• Conduct scheduled evaluations with manpower suppliers to tackle operational challenges and improve service standards.
• Handle and escalate workforce-related issues collaboratively with agency partners.

• Supervise attendance processes specific to outsourced personnel.
• Facilitate attendance reconciliation efforts between internal departments and agencies.
• Review attendance irregularities, overtime, absenteeism, and leave use.
• Verify payroll inputs—such as attendance data, overtime, leave deductions, and incentives—prior to agency payroll submission.
• Ensure prompt resolution of payroll queries and related employee concerns.

• Guarantee adherence of outsourced employees to company policies, health and safety protocols, and labor laws.
• Monitor critical employee documents including visa status, work permits, labor cards, and identification cards to ensure compliance.
• Support investigations, disciplinary procedures, and employee relations involving outsourced workforce as needed.
• Maintain HR documentation in line with internal controls and audit requirements.
• Assist in audits—both internal and external—pertaining to workforce compliance.

• Partner with Operations, Supply Chain, Manufacturing, Warehouse, Sales, and other departments to address workforce needs efficiently.
• Advise managers on policies and procedures concerning outsourced employees.
• Facilitate smooth communication among business units, HR, and manpower agencies.

Qualifications and Experience

• Bachelor's degree in Human Resources, Business Administration, Management, or a related discipline.
• Professional HR certifications such as CIPD, SHRM, PHR are beneficial but not mandatory.
• 6 to 8+ years of progressive experience in HR Operations.
• At least 3 years managing outsourced manpower and agency-based workforces.
• Experience with large-scale blue-collar or operational employees within sectors like FMCG, Manufacturing, Food Production, Logistics, Distribution, or Retail.
• Extensive knowledge of attendance administration, payroll processes, workforce management, and labor law compliance.
• Proven ability in managing multiple manpower agency relationships and external vendors.