HR Coordinator, Japan

Position Summary

We are seeking a seasoned HR Coordinator to support primarily the Japan entity’s HR aspects. The right candidate will have a proven track record of HR operations experience, the “get things done” attitude, ability to meet client (=our employees) expectations, and the passion to provide excellence to the clients. We need someone that can be very hands-on, do whatever it takes to build a rapport relationship with the clients, a person who enjoys learning new things and gain experience in a fast-paced environment. This role holder will report to the Head of HR for Asia along with collaboration with the Payroll team in the States as well as the APAC HR and Payroll Coordinator located in Australia.

The ideal candidate will have 3+ years of experience in general HR Administrations and operations, including payroll processing at a Gaishikei environment and/or at a small to mid-sized start-up companies. 

Essential Duties & Responsibilities

General HR Operations and Administrations

Provide necessary support to the Head of HR Asia for a variety of HR tasks, key roles and responsibilities as follows:

• Be the first level point of contact for all employee inquiries, respond to inquiries in a timely manner and follow up until queries are resolved.
• Manage daily HR administrative tasks for Japan, including but not limited to health insurance, compensation, benefits, and payroll related queries (such as social insurance), escalating as necessary.
• Be the initial point of contact for all HR-related vendors, including but not limited to payroll, Defined Contribution (DC or Kakutei-kiyoshutu Nenkin), and social insurance attorney.
• Manage periodic HR events, including but not limited to Occupational Heath and Safety meetings, annual health check, Stress Check, Year-end Tax Adjustment (YETA), announcement to all employees for these as necessary.
• Manage filing of the above tasks, whether paper-based or cloud-based.
• Establish and maintain relationships with internal stakeholders and be an extension of the international payroll team in working with local payroll and benefits vendors.
• Maintain local processes and procedures for Japan, and ensure they align with global standards.
• Conduct a regular review of these processes and standards, to ensure compliance with changes to local country reporting requirements and monitor payroll and benefit legislative processes to capture changes when Japan’s rules change.
• Ensure local employee data is maintained in the global enterprise system(s) of record. Ensure changes to employee data are made in a timely manner to support timely payroll payments.  Rimini Street primarily uses Workday as its global Human Capital Management system, and partners with local benefits and payroll providers to integrate with Workday.  Utilize the global enterprise system(s) to eliminate the need for local records and manual integrations, calculations, and tracking.
• Liaise with local payroll teams and vendors to respond to their queries and ensure that employee information is forwarded to them from the enterprise system(s) in a timely and methodical fashion. Strive to eliminate manual processes by building and supporting automated processes for exchanging information with an audit trail.
• Manage and streamline the workflow for onboarding and offboarding employees.
• Maintain an expected process timeline based upon law, custom, and payroll cutoff dates, and drive process execution to meet these timelines. 
• Partner with Payroll Vendors on all employee changes that need to be updated in the payroll system for onboarding and offboarding employees.
• Assist payroll vendor in ensuring payrolls run on schedule by providing the timely exchange of payroll information associated with new hires, terminations, salary increases, promotions, tax and pension/retirement savings changes, and any other changes affecting compensation.
• Assist with local statutory financial statement audits as needed for employment data.
• Work closely with the global corporate teams for Payroll and for Compensation & Benefits to resolve issues in a timely manner.
• Review current local processes and tasks to seek operational efficiencies and continuously improve.
• Review and update employee data for Benefits vendors to ensure alignment with the latest employee information.
• Other ad hoc duties as necessary

General Affairs

Support the Office Manager in the daily office maintenance tasks – Receiving deliveries, maintaining office café, office and meeting room cleaning, welcoming guests and visitors, labeling of office-related document and cabinets/lockers, sending out contracts, arrangement of flowers (celebration and condolence) and electronic messages, etc.

Location

Education

• Preferably Bachelor Degree. 

Qualifications

• At least 3 years of HR experience, with a strong emphasis on payroll coordination and General overall HR operations in Japan, preferably in a foreign capital company or in companies interacting with both local and overseas employees.
• Sound knowledge of Japanese employment laws, payroll procedures, and business etiquette.
• Strong communication skills, with fluency in Japanese as well as written/reading English ability
• High level of integrity and discretion when handling confidential information.
• Excellent organizational abilities and attention to detail.
• Proficient in HRIS systems and Microsoft Office Suite.

Skills

• Proven analytical and problem-solving abilities.
• Able to work under stress and handle multiple critical priorities.
• “Can do”, “getting your hands dirty”, “roll up your sleeves to get things done” attitude.

Desired Qualifications

• Business level English (TOEIC 750 or above) is desired but not mandatory.
• Prior experience in using Workday is a plus but not mandatory.