HR Operations Specialist (Hong Kong)
About the Role
We are looking for a hands-on HR Operations Specialist to join our regional HR team as our on-the-ground HR presence in Hong Kong. While serving as the primary owner of Hong Kong HR operations—including payroll coordination, MPF, employment taxes, immigration, office administration, and statutory compliance—you will also support employees across multiple regions, manage employment contracts across entities, provide regional payroll backup, and contribute to new country expansion as the organisation continues to grow.
This role is ideal for someone who enjoys variety, takes ownership proactively, is highly organised and detail-oriented, and thrives in a fast-paced environment.
What You'll Do
Hong Kong HR Operations & Employee Lifecycle
- Serve as a key HR point of contact for employees across the organisation, providing day-to-day HR operational support and guidance.
- Act as the primary owner for all Hong Kong HR operations, including employment administration, payroll coordination, MPF, employment taxes, immigration, statutory compliance, and employee lifecycle management.
- Manage the full employee lifecycle for Hong Kong employees, including onboarding, offboarding, transfers, probation, confirmations, employment changes, and exit processes.
- Prepare employment contracts, offer letters, amendment letters, confirmation letters, and other employee documentation across multiple entities.
- Maintain accurate employee records and ensure timely updates within the HRIS and internal HR systems.
- Administer leave management, probation tracking, performance cycle documentation, and employee records.
- Coordinate employee benefits administration, including medical insurance enrolment and communications with insurance providers.
- Respond to employee HR enquiries across multiple regions in a timely, professional, and service-oriented manner.
Payroll, MPF & Tax Administration
- Coordinate monthly payroll inputs for Hong Kong employees, including new hires, leavers, salary adjustments, bonuses, allowances, reimbursements, and statutory deductions.
- Partner with payroll vendors and internal stakeholders to ensure accurate and timely payroll processing.
- Manage MPF enrolment, mandatory and voluntary contributions, transfers, withdrawals, and termination filings in accordance with MPFA requirements.
- Coordinate employer tax administration, including IR56 series filings and other Inland Revenue Department (IRD) documentation.
- Ensure payroll and statutory compliance requirements are completed accurately and on time.
- Serve as regional payroll backup, supporting payroll operations across Hong Kong, Singapore, Mainland China, and global remote employees when required.
- Maintain payroll documentation and continuously improve payroll SOPs to ensure effective cross-coverage within the regional HR team.
Visa & Immigration
- Manage end-to-end employment visa applications for the Hong Kong entity, including General Employment Policy (GEP), ASMTP, IANG, Dependant Visas, and other applicable immigration schemes.
- Monitor visa expiry dates and proactively manage renewals.
- Liaise with immigration agents and the Hong Kong Immigration Department (ImmD) throughout the application process.
- Maintain accurate immigration records and ensure compliance with Hong Kong immigration and employment regulations.
- Advise HR, hiring managers and candidates on visa eligibility, documentation requirements, and expected processing timelines.
Employment Contracts & Documentation
- Draft, review, and manage employment contracts across multiple jurisdictions.
- Maintain and update employment contract templates to ensure alignment with evolving local employment legislation.
- Support contract localisation as the organisation expands into new markets.
- Coordinate with Legal, Finance, and business stakeholders on offer letters, contract amendments, renewals, transfers, and termination documentation.
- Own the DocuSign (or equivalent e-signature platform) for contract execution.
Office Administration & Workplace Support
- Serve as the primary HR and administrative representative for the Hong Kong office, ensuring the smooth day-to-day operation of the workplace.
- Coordinate office administration, including facilities, office supplies, vendors, access management, workplace logistics, and office maintenance.
- Partner with Finance, IT, and external vendors to support office operations, equipment setup, procurement, and employee workplace needs.
- Coordinate local employee engagement activities, office events, and workplace initiatives.
- Support administrative matters relating to company registrations, statutory filings, insurance renewals, licenses, and other local corporate requirements where applicable.
- Assist with ad hoc operational and administrative initiatives that support the Hong Kong office and regional HR team.
Regional HR Operations & Expansion
- Support HR operations for new country expansion, including engaging Employer of Record (EOR) providers (e.g. Deel, Remote, Safeguard Global) and coordinating with local payroll, benefits, and HR vendors.
- Partner with the regional HR team to deliver cross-entity HR initiatives, policy rollouts, and process improvements.
- Develop, maintain, and continuously improve HR policies, SOPs, documentation, and internal knowledge bases.
- Support internal and external audits and ensure HR compliance across multiple entities.
- Leverage AI-powered tools (e.g. ChatGPT, Claude, Dify) to improve HR operational efficiency, documentation, workflow automation, and knowledge management.
- Take ownership/support ad hoc HR projects and operational initiatives as the business continues to scale.
What We're Looking For
- 2–5 years of HR Operations or HR Generalist experience, with strong exposure to Hong Kong HR practices.
- Solid knowledge of the Hong Kong Employment Ordinance, MPF regulations, IRD employer tax requirements, and local employment compliance.
- Hands-on experience managing Hong Kong employment visa applications, including GEP, ASMTP, IANG, and Dependant Visas.
- Experience drafting and administering employment contracts across multiple jurisdictions.
- Practical payroll experience, with the ability to support or provide backup for multi-country payroll operations.
- Experience working in a regional, multi-entity, or international organisation is highly preferred.
- Advanced proficiency in Microsoft Excel, including formulas, lookups (VLOOKUP/XLOOKUP), PivotTables, and data validation, with the ability to manage, reconcile, and analyse HR and payroll data accurately.
- Proficiency in HRIS platforms, payroll systems, DocuSign (or equivalent), and Microsoft Office or Google Workspace.
- Comfortable leveraging AI-powered productivity tools (e.g. ChatGPT, Claude, Gemini, Cursor) to improve workflows and operational efficiency.
- Excellent organisational skills with strong attention to detail and the ability to manage multiple priorities simultaneously.
- A proactive, ownership-driven mindset with the ability to work independently in a lean, fast-paced environment.
- Strong communication and stakeholder management skills.
- Proficiency in English and Mandarin is required.
