HR, Finance & Administration Manager in Luzern

1. Job Purpose

The HR, Finance & Administration Manager is the company's single owner of human resource, finance and administrative matters, and is accountable for ensuring that Keong Saik Bakery's people, finances and corporate obligations are managed accurately, compliantly, and in support of the company's business development plans.

The role carries both strategic and operational responsibility. The post-holder is expected to shape HR policy, manpower planning and the annual budget, and to interpret the company's financial performance in order to recommend decisions - while personally executing payroll, payments, invoicing, records and day-to-day administration. Bookkeeping, statutory accounts and tax computation are outsourced to the company's external accountant; the post-holder is responsible for supplying complete and accurate records to the accountant, and for turning the resulting accounts into management insight.

The role suits a commercially minded and meticulous professional with balanced experience across HR and finance, who is comfortable operating as a department of one in a small, growing F&B business, and who measures their contribution by the quality of the decisions they enable rather than the volume of transactions they process.

2. Key Responsibilities

a. HR Strategy & Policy

• Policy Ownership: Own the company's Human Resource Guidelines, including their annexes and forms. Conduct an annual review and propose amendments so that HR policies remain fair, compliant, and aligned with the company's business development plans, for endorsement by the General Manager and Chief Executive Officer.
• Manpower Planning: Prepare the annual establishment plan as part of the budget exercise, and develop manpower plans to support expansion, new concepts and changes to the operating model, covering the timing, cost and sourcing of new roles.
• Remuneration & Benchmarking: Conduct industry salary benchmarking twice yearly, maintain salary scales and career roadmaps, and review the Monthly Variable Component (MVC) structure and targets in line with changes in operating costs.
• HR Cost Management: Track manpower cost against budget and as a proportion of revenue by outlet, and propose measures - such as roster, overtime and leave-liability controls - to manage HR cost without compromising service standards.
• Government Funding: Identify, apply for, administer and claim government grants, wage credits, employment credits and training subsidies; maintain a funding calendar and claims records; and ensure compliance with scheme conditions.
• Talent Retention: Analyse turnover, absenteeism and exit-interview data, and propose retention and engagement initiatives that address the underlying causes of attrition.
• Regulatory Readiness: Keep HR practices current with the Employment Act, CPF and tax requirements, the Personal Data Protection Act and the Tripartite Guidelines, and prepare the company for new obligations, including a formal grievance-handling process under the Workplace Fairness Act.

b. HR Operations

• Payroll: Process monthly payroll accurately and on time, including salaries, MVC computation, overtime, off-in-lieu, allowances and deductions; make CPF and Skills Development Levy submissions; issue payslips; and complete annual employee income reporting to IRAS.
• Leave & Attendance: Administer all leave types in accordance with the HR Guidelines, including off-in-lieu utilisation timelines and carry-forward forfeiture, and maintain accurate leave and attendance records.
• Performance Appraisal & Rewards: Administer the annual appraisal cycle from goal setting to final review; prepare the Calibration Worksheet and Calibration Record; and process Annual Increments and Performance Bonuses in accordance with endorsed outcomes.
• Employee Relations & Discipline: Advise managers on employee relations matters, support investigations, prepare disciplinary documentation in accordance with the HR Guidelines, and maintain confidential case records.
• Employee Lifecycle: Prepare employment contracts and Key Employment Terms, probation confirmations, and promotion and increment letters, and manage resignations, terminations, exit clearance and final pay.
• HR Records & Systems: Maintain complete and confidential personnel records, and keep employee data on the company portal accurate and current.

c. Talent Acquisition & Development

• Recruitment: Manage end-to-end recruitment - job postings, screening, interview coordination using the company's interview form, reference checks and offers - within agreed timelines.
• Onboarding: Coordinate onboarding with outlet managers, including documentation, uniforms, system access and induction scheduling, so that new hires are productive from their first shift.
• Training Administration: Maintain training records and the training calendar, register staff for courses, track mandatory certifications such as food hygie

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