HR Assistant

1.Recruitment & Onboarding

•Manage full recruitment process for all operation positions (cafes, food truck etc.).

•Prepare and post job advertisements on approved channels.

•Screen applications, schedule interviews, and perform basic candidate assessment.

•Conduct first-day orientation and cultural introduction for new hires.

•Maintain recruitment tracker and candidate database.

•Participate in career fairs, walk-in interviews, and job campaigns.



2.HR Communication & Poster Design

•Design and create internal HR posters, visuals, and memos (values campaigns, birthdays, announcements, training invites, etc.).

•Prepare monthly HR bulletin/notice board updates for across the organizations.

•Support branding and culture communication (e.g., “Best attendance / points rewarding system dashboard” visuals, appreciation posts).

•Develop simple infographics or slides for internal HR announcements.

•Ensure posters and communications reflect O’Briens’ culture and values.



3.HR Administration Support

•Maintain and update all operation employees’ files and HR databases.

•Prepare HR correspondences (offer letter, confirmation, transfer etc.).

•Record attendance, monitor cafes weekly shift upload in Rymnet and assist in data verification for payroll.

•Maintain confidentiality of employee information.



4.HR Activities

•Plan, propose, and execute monthly HR engagement or culture activities.

•Brainstorm creative ideas aligned with O’Briens’ core values (Team Player, Integrity, Be Positive, Be Innovative & Creative, Add Value & Practice Makes Perfect).

•Prepare activity proposal (objective, materials, timeline, and cost) for approval.

•Coordinate with HODs, Operation Management, PICs, and HR Executive for participation.

•Collect staff feedback and photo documentation after each activity.

•Prepare monthly HR engagement report (summary + photos).



5.Document & Compliance Follow-up

•Update and maintain employee personal checklist for all operation new hires .

•Ensure all required documents are complete before staff commence work (IC, bank details, certificates, etc.).

•Follow up closely with café PICs/AMs for any missing or incomplete documentation.

•Verify and update mandatory compliance records such as:

➢Café training records (internal café training, food handling, etc.)

➢Typhoid certificates (ensure validity and renewal tracking)

➢Other café compliance certificates as required by local authorities.

➢Maintain organized employee files (hardcopy and Rymnet).

•Submit weekly status updates to immediate superior on documentation completion progress.



6.Offboarding & Employee Relations

•Manage operation employee offboarding processes, including preparation of resignation acceptance letters, clearance forms, and exit interviews.

•Support employee engagement activities and assist in implementing HR initiatives that promote a positive work culture.

•Provide support in handling basic employee inquiries and ensure all HR-related matters are addressed promptly and professionally.



7.Performance Management

•Prepare all appraisals form and employee achievement templates at least 2 weeks before the actual

appraisal period begins.

•Ensure all performance appraisal forms are submitted promptly by all cafes.

•Review forms for completeness and accuracy, then file immediately and upload in the Rymnet system for record keeping.

•Support HR Executive in preparing summary reports on performance results, ratings distribution, and key development trends.

•Follow up with HODs or Operation Management for pending appraisals or performance discussions.

•Ensure that all appraisal results are used consistently for HR actions (confirmation, promotion, allowance, and level movement etc.).

•Coordinate communication to employees on performance review timelines and procedures.

•Promote a culture of continuous feedback and improvement aligned with O’Briens’ Core Values.



8.Corporate Culture & Implementation

•Actively promote and uphold O’Briens’ Core Values & Philosophies.

•Embed the company’s culture in all HR activities, from recruitment to exit processes.

•Support initiatives that strengthen workplace culture, including employee engagement programs, communication campaigns, and leadership development.

•Ensure the Core Values are incorporated into performance reviews, recognition programs, and HR communications.

•Work closely with management to reinforce a culture of integrity, teamwork, innovation, and continuous improvement.



9.Other Duties

•Perform ad-hoc tasks or assignments as instructed by the immediate superior or top management