Patent & Trademark Professionals
Patent- und Markenanwälte

HR Executive (Full-Time/100% Remote Working)

Schweiger & Partners is looking for a HR Executive

This is what we are aiming at: we are putting together a team of self-starter people that think alike. We have already a number of such people but key positions still need to be filled. Is being part of such a motivated team a goal that is worth pursuing for you? If yes, then continue reading.
The HR Executive is an important support role in our firm. This is a 100% remote/home office function.

You will streamline HR processes, delivering great HR support to our firm for enabling the firm to continue working with the world’s drivers of innovation.

You should ideally be an energetic HR professional, with a strong discipline for deadlines and an eye for detail. Everyone in the firm will look to you as a confidante and friend, so your track record should show that. You are the trusted HR business partner with an open ear for any problems amongst the workforce and with a solution oriented-mindset.

You will coordinate with a team of freelancers and suppliers that will support you with HR activities.

You should be a self-starter and open for innovation which characterizes a large part of our firm’s culture. This includes keeping up with our products, services, and improving your own skills.

What you will be doing

Primary function: The HR Executive’s primary function is to facilitate the processes for the HR team.

Support: The HR Executive is supported by freelancers and external suppliers. The HR Executive, just as all other members of the HR team, does hands-on work within HR tasks and projects. The HR Executive is responsible for the group KPIs of the HR team and for the HR-relevant KPIs of the entire team.

Reporting: The HR Executive reports to the Operations Manager.

Other functions: The HR team in our firm also supports other teams, such as IT, Finance, Procurement, Data Protection, Marketing, and facilities, in administrative roles.

Core Responsibilities

  • Coordinate and track full employee onboarding and offboarding processes including contract offer, preparation, and compliance briefings.
  • Manage the entire recruitment function including writing job descriptions, screening, shortlisting, scheduling of interviews and profiling of candidates.
  • Support the Marketing team in job portal posting.
  • Conduct HR processes in line with company policies and ensure compliance with employment legislation and provide suggestions for improving company procedures.
  • Administer training and work-related matters including coordination or enrolment of internal and external courses, update and maintain training records.
  • Gather employees’ feedback and administer employee surveys.
  • Provide reports to the leadership regarding the KPIs of hiring and other HR-related matters such as costs and processes.
  • Maintain employee records and be the subject matter expert for employee personal data and compliance. Administer Performance Evaluation Exercises.
  • Undertake and/or support any ad-hoc projects assigned. Examples include corporate retreats and lunch/dinners.
  • Provide support to Accounting Team for accounts administration.

Here is an extract of concrete tasks for you to familiarise yourself with your role and responsibility:

Operative functions/Support Functions (about 80% of the effort)

  • Running the personnel electronic files system, and maintaining all personnel files there
  • Sending monthly payroll updates to payroll providers
  • Supporting operations and finance team for providing payroll cashflow
  • Regular check our firm’s appearance on our website and internal and external job portals
  • Provide firm’s headcount approval process that triggers a new job opening to be created
  • Checking of invoices from associates and suppliers (yes, this is a genuine procurement, finance, and operations resources task but you support these in doing so)
  • Find freelancers for individual services (you get support in doing so by the operations team and by the procurement team)
  • Providing regular employee performance and career development reviews, and preparing an interview protocol.
  • Steering and documenting individual onboarding and offboarding of employees
  • Steering and documenting individual professional training activities of employees (“Meet and Learn”/WEBINATO, company-wide training events (like Agile workshops), and supporting employees in planning their professional training (seminars, courses, e-learning)
  • Chasing our legal advisors to prepare contracts and agreements for employees and freelancers for both legal entities in Singapore and Germany
  • Submitting status assessments for freelancers with government authorities, checking/approving CPF/income tax for our employees
  • Submitting government grant claims for salary (childcare, army, maternity, etc)
  • Managing leaves, archiving and broadcasting leave notices
  • Managing bonus schedules for employees

Management functions (about 15% of the effort)

  • Supervising HR Suppliers’ communication when it is about submitting HR documentation to official bodies (CPF, German Pension Fund, etc.)
  • Working with our service providers to keep the Human Resources Management System (HRM) and the Applicant Tracking System (ATS) up and running
  • Identify areas for improvement of our firm’s HR processes, as far as these rely on outside workforce
  • Provide support to the following functions of other teams, such as the procurement team, the marketing team, and the operations team:
    • Data protection audits with associates, suppliers, freelancers, and the entire team
    • Work-load balancing of suppliers, freelancers, and employees
    • Taking care and managing our virtual team of office experts
    • Checking reciprocity with certain suppliers
    • Ensuring that proper order letters are sent out to suppliers
    • Ongoing verification of prices and delivery times
    • Establishing and monitoring of supplier and freelancer KPIs
    • Event management
    • Management of the firm’s software licenses
    • Contract management for freelancers
  • Improving the new hire experience/onboarding experience for new joiners
  • Promoting company culture (e.g. HR handbook, culture book, company brochure, welcome note for employees, birthday greetings, organizing quarterly townhalls including icebreaker/teambuilding/hello and goodbye, CEO sharing, and other agenda items, organizing company events)
  • Project management for all sorts of internal projects

KPI functions (about 5% of the effort)

  • Checking of amounts billed by freelancers, are there noticeable movements up or down?
  • Measuring the company mood on a regular basis, by doing and evaluating an employees engagement survey
  • Providing weekly and monthly HR KPI submission

What we expect from you

  • Atleast 3 years of experience in HR or corporate administration functions, you have worked in either a generalist or specialist role, but you must be highly adaptive to learn other functions. 
  • You have a strong working proficiency in English. 
  • Basic knowledge of Singapore employment laws
  • Strong passion for personal development and people development, for learning, and adapting to improve both yourself and the company.
  • HR professional certificate or Diploma in HR/Business.
  • Work in or able to work in the Singapore time zone (GMT+8)

Good-to have

  • Ideally worked in a professional service firm before, with experience in managing remote working arrangements for the company.
  • Proficiency in German is an advantage but not a must.
  • Knowledge or certificates for the following tools or similar: WiseTime (administrator), Office365, Teams, Asana, NetSuite (or similar), ELO, Evernote, and other HR tools. 

What you can expect from us

We offer an attractive salary (with performance-related bonuses) and a comprehensive training plan.
You will work in a dynamic and multicultural environment and you have the freedom that comes with remote office work.

You will also have the opportunity to grow into the HR Manager role within the company.

Here is our Slingshot for initiating your Job Application with us

Please check out the four steps below to find out more about this position:

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Note: We will strive to process your application at the nearest possible opportunity. Please do not write to us in order to “chase” your application right after submission. We work on your job application in a steadfast manner. You can accelerate your job application by replying to our later response emails which we will send to you in order to gather more information as needed.

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