HR Attendance Specialist is responsible for managing and monitoring employee attendance, working hours, overtime, absenteeism, lateness, and shift schedules to ensure accurate attendance records and timely payroll processing. The role requires strong Excel skills, attention to detail, and the ability to manage attendance data for a large number of employees.

Key Responsibilities

• Attendance Management: Monitor and maintain daily employee attendance records, including clock-in/out times, absenteeism, lateness, early departures, and overtime.
• Attendance System Administration: Operate and manage attendance systems, including biometric machines, fingerprint scanners etc
• Data Verification: Review and verify attendance records to identify missing punches, discrepancies, irregularities, and inaccurate employee records, ensuring timely corrections.
• Shift and Work Schedule Monitoring: Monitor employee shift arrangements, working hours, rest days, and shift changes in coordination with production departments and supervisors.
• Payroll Support: Prepare accurate attendance summaries, overtime reports, unpaid absence records, leave deductions, and other relevant information for monthly payroll processing.
• Excel Reporting and Analysis: Use Microsoft Excel formulas, functions, PivotTables, and other relevant tools to calculate working hours, overtime, absenteeism rates, lateness, and attendance performance indicators.
• Absenteeism and Lateness Control: Track attendance trends, identify employees with repeated attendance issues, and prepare reports for HR management and relevant department heads.
• Leave and Permission Records: Coordinate with the HR team to verify approved leave, sick leave, official permissions, and other authorized absences against attendance records.
• Departmental Coordination: Work closely with production supervisors, department heads, security, and payroll personnel to resolve attendance discrepancies and ensure reliable reporting.
• Compliance and Policy Enforcement: Ensure attendance records and procedures comply with company policies, applicable labour requirements, and established working-hour arrangements.
• Attendance Reporting: Prepare weekly, and monthly attendance reports, including headcount, absenteeism, overtime, lateness, and departmental attendance summaries.
• Record Keeping and Confidentiality: Maintain organized, accurate, and confidential employee attendance records and supporting documentation for audits and internal reviews.
• Process Improvement: Identify opportunities to improve attendance tracking, reporting accuracy, data management, and the efficiency of attendance-related processes.
• Management Support: Provide timely attendance information and analytical reports to support workforce planning, manpower control, productivity improvement, and HR decision-making.
• Additional HR Duties: Support other HR administrative activities and assignments as required by the HR Manager.

Qualifications and Requirements

• Bachelor’s degree in human resources management, Business Administration, or a related field.
• At least 2 years of relevant experience as an Attendance Clerk, Attendance Officer, or Attendance Specialist in a large industrial or manufacturing environment with more than 100 employees.
• Strong proficiency in Microsoft Excel, including the ability to apply multiple formulas and functions, such as IF, SUMIF/SUMIFS, COUNTIF/COUNTIFS, VLOOKUP/XLOOKUP, date and time calculations, and PivotTables.
• Practical experience with electronic attendance systems, preferably biometric attendance systems and HRIS platforms.
• Good numerical, analytical, and data-verification skills, with strong attention to detail.
• Ability to work under pressure, manage multiple tasks, and meet strict reporting and payroll deadlines.
• Strong organizational, communication, and problem-solving skills.
• High level of integrity and ability to handle confidential employee information.
• Ability to coordinate effectively with employees, supervisors, and management across different departments and shifts.

Required Competencies

• Attendance and timekeeping management
• Advanced Microsoft Excel and data analysis
• HRIS and biometric attendance systems
• Payroll data preparation and verification

• Attendance Management: Monitor and maintain daily employee attendance records, including clock-in/out times, absenteeism, lateness, early departures, and overtime.
• Attendance System Administration: Operate and manage attendance systems, including biometric machines, fingerprint scanners etc
• Data Verification: Review and verify attendance records to identify missing punches, discrepancies, irregularities, and inaccurate employee records, ensuring timely corrections.
• Shift and Work Schedule Monitoring: Monitor employee shift arrangements, working hours, rest days, and shift changes in coordination with production departments and supervisors.
• Payroll Support: Prepare accurate attendance summaries, overtime reports, unpaid absence records, leave deductions, and other relevant information for monthly payroll processing.
• Excel Reporting and Analysis: Use Microsoft Excel formulas, functions, PivotTables, and other relevant tools to calculate working hours, overtime, absenteeism rates, lateness, and attendance performance indicators.
• Absenteeism and Lateness Control: Track attendance trends, identify employees with repeated attendance issues, and prepare reports for HR management and relevant department heads.
• Leave and Permission Records: Coordinate with the HR team to verify approved leave, sick leave, official permissions, and other authorized absences against attendance records.
• Departmental Coordination: Work closely with production supervisors, department heads, security, and payroll personnel to resolve attendance discrepancies and ensure reliable reporting.
• Compliance and Policy Enforcement: Ensure attendance records and procedures comply with company policies, applicable labour requirements, and established working-hour arrangements.
• Attendance Reporting: Prepare weekly, and monthly attendance reports, including headcount, absenteeism, overtime, lateness, and departmental attendance summaries.
• Record Keeping and Confidentiality: Maintain organized, accurate, and confidential employee attendance records and supporting documentation for audits and internal reviews.
• Process Improvement: Identify opportunities to improve attendance tracking, reporting accuracy, data management, and the efficiency of attendance-related processes.
• Management Support: Provide timely attendance information and analytical reports to support workforce planning, manpower control, productivity improvement, and HR decision-making.
• Additional HR Duties: Support other HR administrative activities and assignments as required by the HR Manager.

• Attendance and timekeeping management
• Advanced Microsoft Excel and data analysis
• HRIS and biometric attendance systems
• Payroll data preparation and verification
• Strong Excel skills
• Attention to detail
• Ability to manage attendance data for a large number of employees
• Ability to apply multiple formulas and functions, such as IF, SUMIF/SUMIFS, COUNTIF/COUNTIFS, VLOOKUP/XLOOKUP, date and time calculations, and PivotTables
• Practical experience with electronic attendance systems, preferably biometric attendance systems and HRIS platforms
• Good numerical, analytical, and data-verification skills
• Ability to work under pressure, manage multiple tasks, and meet strict reporting and payroll deadlines
• Strong organizational, communication, and problem-solving skills
• High level of integrity and ability to handle confidential employee information
• Ability to coordinate effectively with employees, supervisors, and management across different departments and shifts

• Bachelor’s degree in human resources management, Business Administration, or a related field.
• At least 2 years of relevant experience as an Attendance Clerk, Attendance Officer, or Attendance Specialist in a large industrial or manufacturing environment with more than 100 employees.
• Strong proficiency in Microsoft Excel, including the ability to apply multiple formulas and functions, such as IF, SUMIF/SUMIFS, COUNTIF/COUNTIFS, VLOOKUP/XLOOKUP, date and time calculations, and PivotTables.
• Practical experience with electronic attendance systems, preferably biometric attendance systems and HRIS platforms.
• Good numerical, analytical, and data-verification skills, with strong attention to detail.
• Ability to work under pressure, manage multiple tasks, and meet strict reporting and payroll deadlines.
• Strong organizational, communication, and problem-solving skills.
• High level of integrity and ability to handle confidential employee information.
• Ability to coordinate effectively with employees, supervisors, and management across different departments and shifts.