Senior Human Resources & Office Administration Executive

Who Are We?

Ultima Markets is a dynamic multi-asset trading platform specializing in the fintech and forex sectors. Founded in 2016, we are dedicated to providing innovative financial solutions that empower our clients to excel in a competitive marketplace.

Our platform offers access to over 250 CFD financial instruments, including Forex, Commodities, Indices, and Shares, catering to investors from all walks of life. At Ultima Markets, we foster a collaborative and inclusive work environment where innovation is encouraged. Our team members benefit from professional development opportunities and the chance to work with industry leaders in fintech. If you are passionate about driving change in the financial sector and want to be part of a growing company, we welcome you to explore your future with us!

• To learn more about our company, please visit our website: https://www.ultimamarkets.com.

Key Responsibilities:

Employee Compensation & Benefit Management

• Ensure accurate and timely payroll processing in compliance with statutory regulations, coordinating closely with finance teams and external vendors to maintain confidentiality and integrity.
• Oversee the processing of employee expense claims in accordance with benefit policies and internal financial controls.
• Maintain and regularly update comprehensive employee records within designated systems to support payroll accuracy and audit requirements.
• Monitor and implement updates to employee benefit plans in line with changes in Indonesian labor laws and company policies.

Recruitment & Employee Onboarding

• Manage the end-to-end recruitment process, including job postings, resume screening, proactive candidate sourcing, conducting phone screenings, coordinating interview schedules, and supporting hiring managers in candidate evaluation and selection.
• Coordinate end-to-end onboarding for new hires by preparing documentation, arranging orientation sessions, and collaborating with cross-functional and regional teams (e.g. IT, HQ HR) to ensure a seamless integration process.

General HR Administrative Tasks

• Manage accurate tracking and maintenance of employee attendance records via the designated attendance management system, providing regular reports to management.
• Administer employee leave requests and approvals, ensuring adherence to company policies and relevant labor regulations, with timely reporting to management.

Office Operations & Vendor Management

• Oversee smooth daily office operations, coordinating maintenance, repairs, and housekeeping services to maintain an optimal work environment.
• Manage procurement and inventory control for office supplies and equipment, ensuring operational efficiency.
• Liaise with office space vendors, service providers, and external contractors to effectively manage leases, contracts, and service agreements.
• Lead projects for new office locations, ensuring alignment with company requirements, budget parameters, and operational objectives, when necessary.
• Oversee all aspects of office setup logistics, including furnishing, utilities, and infrastructure readiness, to facilitate seamless transitions, when necessary.

Qualifications & Experience

• Bachelor's Degree in Human Resources, Business Administration, Psychology, or a related field.
• Minimum 3 years of working experience in HR administrative roles, preferably within the fintech industry; experience in the forex sector is a strong advantage.
• Familiarity with Indian labour laws, statutory payroll requirements, and HR compliance regulations is a must.
• Knowledge of payroll processing, employee claims management, office operations management, employee attendance and leave management, and end-to-end recruitment processes.
• Strong interpersonal and communication skills to collaborate effectively with cross-functional and diverse teams.
• Proven ability to work independently with minimal supervision, as well as contribute effectively within a team setting.
• Detail-oriented with a high level of accuracy and commitment to maintaining data integrity.
• Strong organizational skills with the ability to manage multiple priorities and consistently meet deadlines in a fast-paced, dynamic environment.