HR & Administration Manager

HR & Administration Manager Who are we? Seven Clean Seas builds Ocean Impact Projects and empowers communities to turn the tide on plastic pollution. We work with businesses, individuals, and local partners to reduce plastic use, support plastic removal, and engage employees and communities. Our impact is focused on both the planet and the people who make lasting change possible. The Role: We are looking for an organised, dependable, and hands-on HR & Administration Manager to manage the day-to-day people operations and administration for Seven Clean Seas in Thailand. The role supports employees and managers, coordinates payroll and employment documentation, keeps the office running smoothly, and provides light-touch Finance support by collecting, checking, scanning, and filing receipts and expense documents. Role Scope and Accountability: The responsibilities below are the main areas of accountability but are not exhaustive. The role holder is expected to complete reasonable HR, payroll-coordination, administration, document, receipt, and related business-support tasks assigned by management. If priorities conflict or specialist approval is needed, the employee should escalate and agree priorities rather than reject a task solely because it is not written word-for-word in this JD.

Responsibilities:
1. HR and Employee Administration Maintain accurate and confidential employee files, contracts, personal details, reporting lines, leave records, and other HR documents. Coordinate recruitment administration, interview scheduling, offer letters, employment contracts, and candidate communication using approved processes. Manage onboarding, probation follow-up, employee changes, promotions, transfers, and offboarding, including documentation, system access, equipment, and handovers. Prepare routine employee letters, contract amendments, confirmations, warnings, and other HR documents for review and authorised signature. Coordinate benefits, social security, visa and work-permit administration, and other employee requirements with approved providers or advisers. 2. Payroll, Attendance, Leave, and Expense Support Coordinate the monthly Thailand payroll timetable and prepare complete and accurate payroll inputs for review and approval. Maintain attendance, timesheets, shifts, overtime, leave, allowances, deductions, reimbursements, and employee bank or payroll details. Check payroll changes and investigate discrepancies with employees, managers, the payroll provider, HQ Finance, or the COO before approval. Review employee expense claims for receipts, business purpose, accuracy, and approval before forwarding them to Finance. Collect, scan, name, upload, file, and track receipts, invoices, payment evidence, petty-cash documents, and other supporting records; follow up missing documents before Finance deadlines. Prepare payroll and expense support documents but do not approve payments, release funds, access bank accounts, or perform bookkeeping unless separately authorised in writing. 3. Employee, Manager, and Team Support Act as the first local point of contact for routine employee questions relating to policies, attendance, leave, payroll, contracts, and HR processes. Support managers with probation, performance reviews, attendance issues, development plans, team communication, and accurate documentation. Support employee relations, grievances, discipline, and performance-improvement processes under management direction, escalating sensitive or serious concerns promptly. Coordinate staff meetings, training, internal communications, engagement activities, and employee wellbeing or culture initiatives. Where team members or administrative staff are assigned, allocate work, monitor deadlines and quality, provide feedback, and support their development. 4. Office Administration and Vendor Coordination Manage routine office administration, including utilities, internet, telephone, cleaning, maintenance, security, supplies, courier services, meetings, and travel arrangements. Coordinate vendors, obtain quotations where required, prepare approved purchase requests, check delivery or service completion, and maintain supplier documents. Maintain office, equipment, key, access-card, device, uniform/PPE, and other asset or inventory records and coordinate issue, return, repair, and approved disposal. Organise meetings, agendas, minutes, action lists, staff travel, company events, visitors, and other general administrative requirements. Maintain orderly electronic and physical filing systems so current documents can be found quickly and confidential information remains protected. 5. Compliance, Records, and Reporting Support compliance with applicable Thai employment, payroll, social security, immigration, personal-data, and workplace requirements, seeking specialist advice when needed. Track important deadlines, including probation reviews, contract renewals, permits, visas, work permits, benefits, licences, and required filings. Keep HR, payroll, leave, attendance, recruitment, contract, vendor, asset, and expense trackers accurate and up to date. Prepare regular HR and administration updates covering headcount, recruitment, employee changes, payroll actions, leave, contracts, office matters, expenses, and outstanding documents. Support audits and information requests and immediately escalate payroll errors, legal or safety concerns, data breaches, suspected fraud, or material financial discrepancies. 6. General Ownership Work collaboratively with the Thailand team, COO, HQ Finance, and other departments and follow assigned actions through to completion. Identify gaps, missing documents, risks, or recurring problems early and propose practical solutions rather than waiting for repeated management follow-up. Protect confidential employee, company, payroll, and financial information and comply with company policies, approval limits, and professional standards. Undertake other reasonable duties connected to HR, administration, payroll coordination, receipt and expense documentation, and Thailand business operations as assigned from time to time.