HR Assistant Full time

Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.

FIRM DESCRIPTION

Hogan Lovells is one of the leading global law firms. Our distinctive market position is founded on our exceptional breadth of our practice, on deep industry knowledge, and on our 'one team' global approach. Formed through the combination of two top international law firms, Hogan Lovells has over 40 offices in the Americas, Asia-Pacific, Europe, the Middle East and Africa. With a presence in the world's major financial and commercial markets, we are well placed to provide excellent business-oriented advice to our clients locally and internationally. Our people are the key to our success, which is why we seek to recruit and retain the most talented individuals in all regions of our global practice.

Our people are the key to our success, which is why we seek to recruit and retain the most talented individuals in all regions of our global practice.

KEY RESPONSIBILITIES / ACCOUNTABILITIES

We are recruiting for an HR Assistant to support HR Operations for the Hong Kong office.  Coming into an established team, there is scope for personal development and progress in a career in HR.

Reporting lines:

Senior HR Manager – Hong Kong

Responsibilities include:

HR Operations:

• Put together HR reports and perform data input/extraction for the People team when necessary
• Administration and coordination of new employee inductions/orientation program
• Generate fact-based company letters for employees for example on agile working, proof of employment, travel visa applications, etc.
• Prepare office communications on miscellaneous occasions such as new joiner announcements and the firm's wellbeing activities, etc.
• Source and liaise with service providers for office activities
• Administration of employee medical insurance: enrolment, change and termination
• Assist with census on annual renewal of life and general medical insurance
• Assist the HR Advisor with the preparation of annual tax filing for IRD and distribution to all employees
• Report to IRD on joiners & leavers, including those departing Hong Kong to ensure timely tax clearance
• Assist the HR Advisor  the rental reimbursement scheme
• Quarterly cost reporting on regional roles in Hong Kong to the Finance team
• Assist employees’ arrival and departure arrangements, including sending notifications, preparing and discussing final payment & documents
• Administration of employee leave records
• Tracking probation to ensure timely production of probation reminders and confirmations

Payroll:

• Assist end-to-end monthly payroll process
• Prepare overtime report and cost allocation to Finance post-payroll
• Ensure payslips are delivered to employees at all levels
• Handle general payroll enquiries
• Assist monthly EMPF contribution
• Assist the HR Advisor with interoffice secondment logistics.

HRIS Administration:

• Update the HRIS systems (i.e.Workday) with information related to new joiners, leavers, seat rotation, promotion, change in hours, salary increment, OOP, termination, client secondment, international assignment, etc.
• Maintain up-to-date information on all kinds of leave arrangements through effective communication and perform manual adjustments accordingly

Law Society Compliance:

• Report to the Law Society of Hong Kong (LSHK) bi-weekly by entering NOC, and annually by Form 1
• Administration of Professional Indemnity Scheme i.e. Essar reporting
• Help with registration of being a foreign lawyer, renewal of Hong Kong practicing certificate (HKPC), RFL certificate, Solicitors Regulation Authority (England & Wales)
• Help with the application for NQ admission and obtaining first HKPC where necessary

Specific duties or responsibilities may be reviewed from time to time to reflect changes in personnel and management structure, staff location or services.

SKILLS AND EXPERIENCE

• High level of organizational skills. An organised and thorough approach to work with excellent attention to detail
• Ability to manage multiple tasks to deadline, prioritise appropriately with minimum supervision
• Ability to gather, research, analyse and synthesize data and create useful reports
• Excellent interpersonal and communication skills.  Ability to work across teams and cultures both face-to-face and virtually
• Working efficiently in MS Office such as Word, PowerPoint and Excel. Familiarity with HR systems (e.g. WorkDay) would be beneficial
• Fluent in written and spoken English. Chinese language capability is desirable
• Degree holder or equivalent with at least two years of working experience in a professional services environment
• Candidates with less experience can be considered at HR Administrator level

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