Human Resources Coordinator (People & Culture Operations)

About Aurora
Aurora International School of the Arts is a vibrant, arts-centred international school in Ho Chi Minh City, Vietnam. Our community brings together students and educators from across the world, united by a shared belief in the transformative power of the arts - spanning visual arts, music, theatre, dance, and creative disciplines - embedded throughout a rigorous academic curriculum.
We are proud of our diverse, inclusive, and inspired staff community, and we are committed to creating an exceptional experience for every member of our team, from their very first day.
About the role
We are looking for a dedicated and proactive HR Coordinator to join our People & Culture team. This role is central to delivering a high-quality employee experience for our diverse community of local and expatriate staff - including teachers, arts faculty, administrators, and support personnel - across all stages of the employment lifecycle.
You will serve as the first point of contact for HR queries, maintain accurate employee records, support onboarding and offboarding, and act as the primary liaison for expatriate staff relocation and compliance. This is an ideal opportunity for an HR professional who is passionate about arts education, cross-cultural communication, and operational excellence.
Key responsibilities
HR operations & employee support
• Serve as the first point of contact for HR enquiries from teaching and arts faculty, administrative staff, line managers, and external vendors
• Prepare, interpret, and proactively advise both employees and management on HR policies, benefits packages, leave entitlements, and employment conditions; ensure all parties have a clear and accurate understanding of their rights and obligations
• Take full ownership of the probation management process for all new staff - setting timelines, issuing documentation, supporting line managers through evaluations, and communicating outcomes clearly to employees
• Own the monthly payroll process, ensuring all data is accurate, fully approved, and submitted on time
• Manage social insurance (BHXH, BHYT, BHTN) declarations, contributions, and adjustments in full compliance with Vietnamese regulations
• Administer Personal Income Tax (PIT) compliance for all staff, including registration, monthly withholding, annual finalisation, and coordination with finance and external tax advisors as required
• Manage end-to-end onboarding for new hires, including orientation, IT and facilities coordination, access setup, and Aurora's school-specific induction programme
• Coordinate and lead staff orientation sessions to ensure every new employee feels welcomed, informed, and ready to thrive at Aurora
• Plan and organise staff engagement events including community gatherings, birthday celebrations, seasonal parties, and farewell sendoffs that reflect Aurora's warm and inclusive culture
• Coordinate Temporary Residence Card (TRC) applications and renewals for all eligible foreign staff, managing all related paperwork, deadlines, and liaison with immigration authorities
• Prepare employment letters, contract amendments, and separation documentation accurately and on time
• Maintain complete and up-to-date employee files (paper and electronic) in line with local data protection requirements
• Foster open communication and an active sense of belonging across the school community; champion staff wellbeing initiatives and serve as a trusted, approachable contact for all employees
• Coordinate HR meeting schedules, performance review cycles, and staff training programmes
• Ensure compliance with Vietnamese labour law and statutory reporting obligations for educational institutions
• Contribute to HR projects and continuous improvement initiatives that support Aurora's people strategy
Expatriate staff support
• Coordinate all relocation logistics for incoming expatriate employees, including document authentication, entry visas, work permits, flights, and temporary accommodation
• Act as the primary liaison between expatriate staff, their families, and Vietnamese government authorities for administrative and legal procedures
• Coordinate health checks, police clearances, banking support, and orientation processes for all incoming foreign employees
• Serve as a key liaison between expatriate employees, local authorities, and external service providers to ensure smooth and compliant onboarding
• Provide hands-on settling-in support: housing searches, lease arrangements, banking, international school enrolment for dependants, and general orientation to life in Ho Chi Minh City
• Provide ongoing support related to housing, insurance, transportation, shipping, and general expatriate wellbeing throughout the duration of employment
• Coordinate expatriate offboarding procedures and departure arrangements in collaboration with relevant departments, including guidance on visa cancellation, shipment-out, and final documentation
HR systems & data management
• Process all employee data transactions accurately in Aurora's HR information system
• Maintain up-to-date organisational structures and reporting lines in HR systems
• Analyse HR data and vendor integrations to ensure accuracy, compliance, and data quality
• Support position management and coordination with school leadership on hiring approvals
• Assist with HR systems testing, upgrades, and user acceptance testing as required
• Monitor employee programmes to ensure consistent policy compliance across the school