HR Coordinator

Overview:

We are seeking a detail‑oriented HR Coordinator to provide comprehensive support for employee visa and immigration processes as well as day‑to‑day HR operations. This role will be responsible for coordinating documentation, liaising with external vendors, and ensuring the timely processing of work passes across Asia locations. In addition, the HR Coordinator will support transactional HR activities, including onboarding tasks, record‑keeping, and compliance tracking.

Responsibilities

1.  Visa Support
   • Plan and manage the visa application process based on the requester’s travel schedule and purpose, ensuring timely approval to meet the target entry date.
   • Coordinate end-to-end visa and work permit applications, such as EP, PVP, and business visas, across Asia locations for employees, contractors and visitors, including inbound and outbound cases.
   • Collect, prepare, track, and submit required documentation, including passport copies, employment letters, supporting forms, and related materials, and ensure completeness and accuracy of submissions.
   • Assist in drafting employment certificates and invitation letters upon employee request.
   • Liaise with external vendors, including immigration agents and tax advisors, as well as internal stakeholders for application status updates.
   • Maintain tracking logs to ensure timely renewals, cancellations, and compliance with regulatory requirements.
   • Support audit readiness by maintaining proper documentation and records.
   • Support and complete the visa process for foreign permanent new hires

2. Onboarding & Offboarding Support
   • Collect and verify required documents in accordance with local compliance regulations and Veeco policy for HR system upload for Asia locations.
   • Initiate onboarding procedures and offboarding requests in the HR system, ensuring accurate and timely processing.
   • Follow up with hiring managers to ensure completion of HR system input
   • Coordinate logistics for new hire orientation sessions, including scheduling, materials preparation, and stakeholder communication.
   • Prepare new hire posters and introduction materials.
   • Support offboarding by preparing exit documents, clearance forms, and ensuring proper record management.

3. Employee & Contractor Document Support and Maintenance
   • Maintain and update employee records in HR systems and personnel files, ensuring accuracy, confidentiality, and compliance with local labor regulations and company policy.
   • Create, renew, and terminate contractor accounts upon request, ensuring proper authorization and timely execution.
   • Maintain and update contractor records in HR systems, ensuring completeness and compliance with contractual and regulatory requirements.

4.  Administrative Support
   • Assist in follow-up on timely completion of HR-related tasks e.g. code of conduct acknowledgements, performance review submissions and training hours.
   • Support process improvements and documentation standardization

5. Work on other administrative duties and/or special projects as assigned. 

Qualifications

• Diploma or Degree in Human Resources, Business Administration, or a related field preferred.
• 1 to 3 years of HR or administrative experience; exposure to visa or immigration work is an advantage
• Well-versed in English and Chinese with the ability to communicate effectively with employees and external stakeholders.

Knowledge, Skills & Abilities

• Demonstrates strong attention to detail, accurately manages documentation, and upholds confidentiality when handling sensitive data.
• Good coordination and follow-up skills with internal and external stakeholders
• Good communication and interpersonal abilities to build effective working relationships.
• Proficient in MS Office and other HR systems, e.g. SuccessFactors.
• Able to work in a fast-paced environment and manage multiple tasks effectively.
• Experience supporting cross-border assignments.
• Organized, proactive, patient, and capable of working with minimal supervision.
• Knowledge of labor laws and regulations is preferred but not required.
• Familiarity with visa and work pass processes in Malaysia, Taiwan, Japan or other Asia countries.
• Familiarity with the Malaysia Expatriate Services Division (ESD) system will be an advantage.