Payroll & Employer
HR Shared Services Indonesia
HR shared services for Indonesia-based employers
The HR back office in full, operated from our locally-incorporated Jakarta entity. Payroll with BPJS Kesehatan and Ketenagakerjaan, PPh 21 withholding and reporting, THR, employment contracts across PKWT and PKWTT, work permit administration for expatriate staff, the mandatory employment reporting, and a helpdesk your employees can actually reach. Twelve-month minimum term against a refundable one-month deposit.
24+ years
of regional HR group heritage
Est. 2025
PT People Profilers Services - Jakarta, Indonesia
9 entities
across 5 SEA markets
5 markets
ID · SG · MY · TH · VN
How it works
1
Scope
We settle what leaves your team and the standard it is held to. Usually payroll, the lifecycle from hire through transfer to exit, benefits, leave, HR data and reporting, the employee helpdesk, statutory filings, and permit administration where expatriates are employed. Mapped and documented before a contract is drawn.
2
Onboard
Records migrate, each function's workflow is configured, and the links into your HRIS or accounting system are built and tested. Approval matrices and escalation paths are documented instead of passed on verbally. A full cycle then runs beside what you have and the two are reconciled before cutover.
3
Run
The monthly cycle: payroll calculated and disbursed in rupiah, BPJS contributions and PPh 21 remitted on statutory dates, benefits and leave current, joiners and leavers processed to your policies, and a helpdesk answering employees instead of routing them back to you. THR accrues across the year and is paid before the holiday, and the annual reporting is filed inside the cycle rather than as a year-end scramble.
4
Improve
Quarterly review against accuracy, deadline performance, cost per employee and exception frequency. Scope shifts are agreed there, whether adding a function, handing one back, or adjusting as headcount moves.
HR Shared Services Indonesia - backed by 24+ years of group heritage
Outsourcing your HR function is more than handing over a task list. It's trusting a partner with the people, the data, the regulators, and the work-permit coordination that holds your workforce together. People Profilers has operated as a Southeast Asia HR group for 24+ years, with Indonesia operations established 2025, and our HR Shared Services practice runs through PT People Profilers Services - the group's Indonesian entity, with an in-house mobility team coordinating work permit applications on a client's behalf. We operate nine legal entities across Indonesia, Singapore, Malaysia, Thailand, and Vietnam. That depth means accurate payroll with BPJS Kesehatan and BPJS Ketenagakerjaan contributions and PPh 21 withholding and reconciliation on the Indonesia side; correct country-equivalent statutory administration in SG, MY, TH, and VN; work permit applications and renewals coordinated with Kemnaker and Ditjen Imigrasi; and an operating model built by people who understand each jurisdiction, not a generic platform applying templates. HRSS clients hand the entire HR function over; the staff delivering it sit on our payroll, and the operational, regulatory, and employment risk shifts to us. For the numbers behind these obligations, see the full statutory cost of an Indonesian hire.
What's included in our HR Shared Services
Three layers to the engagement: the HR functions held to service levels written into the contract, the statutory and permit work that must close correctly every cycle, and a standing review that keeps the arrangement matched to how the organisation is actually changing. The fee for all three is fixed in the engagement letter before the first operational cycle.
HR function coverage
- ✓Payroll, benefits, leave, employee data
- ✓Onboarding, offboarding, employee lifecycle
- ✓HRIS administration, employee helpdesk
- ✓Performance review & appraisal coordination
Work Permit + statutory
- ✓Work permit & KITAS applications & renewals
- ✓BPJS contributions and statutory filings
- ✓PPh 21 reconciliation, monthly PPh 21 withholding, country-equivalent annual returns
- ✓Part of the People Profilers group - established HR partner
Service levels + reporting
- ✓Documented SLAs per in-scope function
- ✓Monthly KPI dashboard + variance reporting
- ✓Quarterly service reviews + continuous improvement
- ✓Audit-ready records archived for statutory retention
Fees are set out in writing before onboarding. Minimum term is twelve months with one month of fees held as a refundable deposit. The people running your HR function are our employees, recruited, managed and retained by us, which is where the operational, regulatory and employment risk sits. Where your requirement is broader than HR, taking in reception, office administration and document work, BPO Services is usually the better fit.
When HR Shared Services makes sense
HRSS fits employers who want to hand over the entire HR function to one experienced partner - including the work permit and immigration coordination that other outsourcing providers typically can't handle on your behalf. Three patterns we see most often.
Foreign HQ with mixed local + foreign-national workforce
Overseas HQs expanding into Indonesia who need full HR function coverage AND ongoing work permit coordination (work permit renewals, dependant stay permits) but don't have an in-region HR team or an experienced partner to handle Kemnaker and Ditjen Imigrasi submissions.
Mid-sized employer consolidating HR functions
Indonesia employers where a lean HR team is firefighting payroll, work permit renewals, employee queries, and statutory deadlines at the expense of strategic priorities. Hand the operational layer to HRSS; reclaim the senior HR bandwidth for org design, talent, and culture work.
Complex multi-permit workforce
Organisations with significant foreign-national headcount - work permits, KITAS stay permits, and dependant KITAS - where the ongoing application, renewal, and compliance load is a function in itself. HRSS gives you one experienced partner managing the entire lifecycle from hire to renewal to repatriation.
The HR staff delivering your outsourced function are People Profilers employees - hired and managed by us. If you want full back-office outsourcing including non-HR processes (reception, document admin, customer support) WITHOUT the work permit / immigration dimension, see our broader-scope BPO Services. If you only need work permit and immigration support (not the broader HR function), see our standalone Work Permit & Immigration service.
HR SHARED SERVICES
The HR administration layer, without the headcount
Employee records, leave and statutory filings maintained · Work permit and visa expiry tracked so status never lapses · Escalation to specialist advisory when needed
Industries & Functions We Cover
How much work an HR back office generates depends heavily on the sector. Shift premiums and overtime in manufacturing, site allowances and rotation in resources, rostering and licensing records in healthcare, variable pay in financial services. Because our consultants come out of recruiting into these industries, the shape of your cycle is already familiar to the team running it.
Aerospace & Aviation
Aircraft maintenance technicians, avionics specialists, ground handling leadership and aviation supply chain roles around Soekarno-Hatta and the Bandung aerospace cluster.
Automotive
Production and quality engineers, supplier development, sales and aftersales management across the Bekasi and Karawang assembly and component base.
Banking & Financial Services
Relationship managers, credit and risk analysts, compliance and AML officers and operations specialists across OJK-supervised banks, multifinance and insurers.
Biotechnology & Pharmaceutical
Regulatory affairs, QA and validation, medical representatives and market access roles for manufacturers, importers and distributors.
Chemical
Process and production engineers, plant supervisors, HSE officers and technical sales across the Cilegon and East Java petrochemical estates.
Construction & Civil Engineering
Project and site managers, civil, structural and M&E engineers, quantity surveyors and safety officers on Jakarta and regional infrastructure.
FMCG & Retail
Brand and trade marketing managers, key account and general trade specialists, and field sales leadership across Java, Sumatra and Sulawesi.
Healthcare
Clinical operations, nursing leadership, medical representatives and regulatory specialists for private hospital groups and device companies.
IT & Telecommunication
Software engineers, product managers, data and infrastructure specialists across Jakarta and Bandung technology employers and the telco operators.
Logistics & Transportation
Freight forwarding, customs and import-export specialists, warehouse and distribution managers around Tanjung Priok, Tanjung Perak and the industrial corridors.
Marine & Offshore Engineering
Marine and subsea engineers, yard and vessel operations, project managers and HSE specialists across shipbuilding and offshore support.
Media & Publishing
Account management, content and performance marketing, creative and production roles across agencies, platforms and publishers.
Oil & Gas
Process, drilling and project engineers, HSE coordinators and commercial analysts for operators, service companies and refineries.
Real Estate & Property
Development and project managers, leasing and property managers, facilities leads and investment roles for Indonesian developers and funds.
Semiconductor
Process, test and packaging engineers, equipment and production specialists across the assembly and electronics plants, including Batam.
Frequently asked questions
What's the difference between HR Shared Services and BPO Services?
Both hand something over; the boundary differs.
This is HR specifically, permit administration included, which matters where expatriates are on the payroll. Everything inside it runs to HR deadlines.
BPO draws a wider line that is not HR-shaped: reception, office administration, document handling and data entry, with payroll as one component among several.
Expatriate staff plus a genuine HR problem points here. An administrative back office rather than an HR department points there.
Who is the legal employer when I engage People Profilers HRSS?
Yours remain yours. Contracts, seniority, entitlements and reporting lines are unaffected by a change in who runs payroll and holds the records.
The people delivering the service are ours, on our payroll, with the employment risk on our side.
Wanting us to be the legal employer of people working in your business is a different arrangement entirely, and runs through Employer of Record.
How is HRSS different from your standalone Work Permit & Immigration service?
Standalone means per filing: your HR function stays put and you come to us when a permit, a renewal or a problem appears.
Here it is absorbed, handled each month alongside payroll and the lifecycle, on a retainer rather than per application.
Volume settles the choice. A few expatriates and occasional renewals is cheaper per filing. A standing expatriate population plus an HR function you would rather not run makes bundling the sensible answer.
How does the engagement and pricing work?
Twelve months minimum, with one month of fees held as a refundable deposit.
Headcount, the functions in scope, and how much statutory and permit activity the workforce actually generates set the fee. Expatriate staff and multi-province operations both generate a great deal more than their absence, and the pricing says so rather than averaging it out.
It is all in the engagement letter before onboarding, and later changes are documented variations.
How do you handle data security and employee privacy?
Records sit in access-controlled systems, with permissions issued to the engagement team rather than across the operation.
Indonesian personal data protection requirements govern handling, and retention periods, access rights and breach procedures are written into the engagement letter. Payroll, BPJS and permit data carry the tighter treatment their sensitivity warrants.
At the end your data returns in an agreed format and our copies are destroyed on a documented schedule agreed at the start.
What does the transition look like if we move from in-house HR or multiple vendors?
Clean sheets are rare. Expect a payroll vendor, a privately maintained spreadsheet, and an HR executive who has become the only person who genuinely understands how leave accrual works.
Mapping comes first, undocumented practice included, because that is what fails at cutover. Then migration, workflow configuration, and a full cycle beside the existing one.
Cutover follows reconciliation, never the reverse. Several vendors get consolidated in sequence, normally payroll first, with the rest folded in across subsequent cycles.
Explore our other services
Need something different? Browse our other broad service categories.
Build strong teams with confidence. Our recruitment solutions connect you with the right talent, at the right time, using a consultative approach that prioritises long term fit and performance.
Simplify workforce management while staying compliant. Our employer and payroll solutions reduce administrative burden and allow you to focus on growing your business.
