Assistant Biometric Administrator

Job Description

Attendance Management

Monitor and maintain accurate employee attendance records in the Biometric Attendance System.

Verify daily attendance transactions, including late arrivals, early departures, absenteeism, missed punches, and attendance exceptions.

Generate and circulate daily attendance reports to respective Heads of Department (HODs).

Ensure attendance records are complete, accurate, and supported by appropriate documentation.

Follow up on attendance discrepancies and obtain necessary approvals before processing corrections.

Shift Administration

Assign employee work shifts in the Biometric Attendance System before the commencement of each month.

Update approved shift changes upon receipt of written authorization from the respective HOD.

Maintain accurate records of all shift allocations and approved amendments.

Ensure employees are assigned to the correct department, reporting manager, and work schedule.

Attendance Corrections & Manual Entries

Process attendance corrections only upon receipt of written approval from the relevant HOD.

Verify supporting documents, including attendance registers, gate registers, logbooks, duty rosters, and approval emails.

Ensure actual clock-in and clock-out times are accurately recorded for all approved manual entries.

Maintain complete documentation of attendance correction requests and approvals for audit purposes.

Monitor recurring manual entries, identify trends, and report exceptions to the Unit HR Lead for further action.

Overtime Administration

Verify employee eligibility before processing overtime (OT) claims.

Ensure all overtime claims are supported by approved OT authorization from the relevant HOD.

Review excessive or unusual overtime hours and obtain clarification where necessary.

Monitor non-OT eligible employees to prevent unauthorized overtime payments.

Verify approvals for work performed on public holidays and weekly off-days before payroll processing.

Ensure duplicate payments are avoided for employees receiving separate incentives or allowances.

Leave Management

Verify leave balances against approved leave applications and attendance records.

Process leave transactions in compliance with labour laws, company policies, and applicable Collective Bargaining Agreements (CBA).

Ensure leave is recorded under the correct leave cycle.

Verify public holiday eligibility for employees on leave, absence, or during intervening leave periods.

Payroll Attendance Administration

Reconcile and validate attendance data prior to payroll processing.

Prepare and submit monthly payroll attendance reports within established deadlines.

Ensure attendance records are finalized on or before the 26th of each month.

Maintain payroll upload reports and all supporting documentation.

Safeguard attendance records by preventing unauthorized amendments after payroll processing.

Audit, Compliance & Internal Controls

Maintain attendance records, approvals, reports, and supporting documents for audit and compliance purposes.

Support weekly attendance audits conducted by the HR Department.

Monitor attendance trends, including absenteeism, lateness, excessive overtime, and repeated attendance corrections.

Obtain attendance confirmation for assigned drivers from vehicle users or authorized managers where applicable.

Adhere to the Maker–Checker–Approver principle and ensure proper segregation of duties.

Escalate suspected attendance manipulation, proxy punching, or policy violations to the Unit HR Lead for investigation and corrective action.

Skills Required

Social Media (e.g. Facebook, Instagram, Twitter, etc)
Computer Programming (e.g. C++, or HTML, Python, PHP, etc)