Human Capital Manager

About the role

Fontaine Vitale is a new healthcare clinic operation in Bali. You will independently manage all HR functions for a pre-opening and operational clinic, including payroll administration, recruitment, employee administration, regulatory compliance and general HR operations. This is a hands-on role in a lean environment where you will work closely with the Clinical Director and Board of Directors to establish HR systems, processes and policies from the ground up.

Key responsibilities

A.    Payroll & Compensation Administration

• Independently manage and process monthly payroll, including salary calculations, allowances, overtime, relevant deductions (including tax), incentives and other employee payments.

• Set up payroll for the first month of operation: company and employee BPJS registration, a PPh 21 gross-up for each agreed net salary, and payroll for expatriate staff.

• Ensure timely and accurate payment of salaries and statutory contributions.

• Administer employee benefits, including BPJS Kesehatan, BPJS Ketenagakerjaan, Tunjangan Hari Raya (THR) and other applicable statutory entitlements.

• Set one THR payment date for all staff for 2027, with pro-rata THR for new joiners.

• Coordinate with the Finance team on payroll payments, employee tax deductions (including PPh 21) and payroll reporting.

• Maintain accurate payroll records and ensure confidentiality of employees' remuneration and other personal data.

• Provide payroll reporting and compensation updates as required by the Board of Directors.

B.    Recruitment & Manpower Planning

• Manage end-to-end recruitment for clinical and non-clinical personnel, including doctors, nurses, administrative staff and other operational employees and coordinate staffing requirements and manpower planning of third party/ out-sourced service providers of Fontaine Vitale.

• Run the pre-opening recruitment plan with the Clinical Director: one tracker for all posts and candidates

• Coordinate job advertisements, candidate screening, interviews and recommendations, salary negotiations and employment offers.

• Verify the credentials of each health worker at the source (STR, SIP, SIPA, SIPP and BAPETEN SIB) before the offer.

• Work closely with the Clinical Director and Board of Directors to identify manpower requirements and ensure adequate staffing for clinic operations and non-clinic service delivery within the approved corporate structure and headcount.

• Plan and coordinate the onboarding and orientation of new employees, including the start pack, the induction and system user access matched to each role.

 C.    HR Operations & Employee Administration

• Prepare, maintain and administer employment contracts (PKWTT and PKWT), employee records and other HR documentation.

• Manage employee attendance, working schedules, leave applications, probation periods, contract renewals and resignations.

• Plan staff rosters that match the clinic opening hours and the doctor and pharmacist cover that the clinic licence requires.

• Develop and implement HR policies, procedures and employee handbooks appropriate for Fontaine Vitale's operational requirements.

• Prepare the company regulation (Peraturan Perusahaan) and the contract templates with the labour-law adviser before the first employee starts.

• Oversee employee performance appraisals, disciplinary matters, grievances and employee welfare.

• Support staff training, professional development and employee engagement initiatives.

 D.    Employment & Regulatory Compliance

• Ensure compliance with applicable Indonesian employment laws, labour regulations and statutory HR requirements.

• Coordinate with relevant advisers and authorities regarding employment-related permits and documentation for local and expatriate employees. This includes the RPTKA and KITAS for foreign medical practitioners. 

• Assist the Clinical Director and relevant personnel in maintaining employment-related records and coordinating professional licensing documentation for all medical practitioners at Fontaine Vitale.

• Own the staff sections of the clinic licence (SIO) dossier: the staff list, a contract or assignment letter for each health worker, each practice licence or commitment letter, and a complete staff file on site for the field verification.

• Run the staff health and safety (K3) programme with the HSE officer, including staff health screening and immunisation records.

• Monitor changes in employment regulations and advise Management on their implications for Fontaine Vitale.

• Protect employee and candidate personal data under Law 27 of 2022 on Personal Data Protection (UU PDP).

E.    General HR & Administrative Support

• Oversee general office and personnel administration to support smooth daily operations. This includes the general affairs items of the clinic licence: waste, water, fire safety and smoke-free requirements.

• Liaise with external payroll providers, recruitment agencies, insurance providers and other HR-related service providers, where necessary.

• Give outsourced service staff (security, housekeeping, landscape and F&B) an orientation on infection control, fire safety and privacy before they start.

• Prepare periodic manpower, payroll and HR cost reports for Management and Board of Directors.

• Assist Management with annual manpower budgeting and cost-control initiatives.

• Undertake other HR and administrative responsibilities as reasonably required to support Fontaine Vitale's operations.

Qualifications & Experience

• Bachelor's degree in Human Resources, Business Administration, Management or a related discipline.

• At least 8 years of relevant HR experience, preferably with prior responsibility for payroll and general HR administration in Indonesia.

• Prior experience in healthcare, hospitality, wellness or other service-oriented businesses would be advantageous. Knowledge of health worker licensing in Indonesia (STR, SIP) is a strong advantage.

• Good working knowledge of Indonesian employment laws, payroll practices, statutory contributions and employee taxation.

• Experience in handling recruitment and employment administration for both local and expatriate personnel would be an advantage.

• Proficiency in Microsoft Office, particularly Excel, and familiarity with payroll or HR management systems.

• Good written and verbal communication skills in Bahasa Indonesia and English.

• Based in Bali, or ready to relocate to Bali.