HR Operations Specialist

ShopBack Group; Kuala Lumpur; On-site; MYR 120,000 - 180,000; Full time

Job summary

ShopBack Group in Kuala Lumpur is seeking an HR Operations Specialist to run day-to-day HR processes for Malaysia, Germany, the US and Australia. You will maintain payroll accuracy, HRIS data, onboarding and offboarding, and regulatory filings while coordinating with local payroll, benefits and legal providers.

Ideal candidate has at least 5 years of HR Operations experience across markets, comfort with automation and AI tools, and strong English communication.

Qualifications

• At least 5 years of progressive HR Operations experience, ideally across more than one country.
• Hands-on payroll experience, including working with external payroll providers.
• Knowledge of employment law and statutory requirements in at least one market, ideally Malaysia.
• Able to trace a wrong output to its source; basic scripting or advanced spreadsheet formulas are a plus.
• Comfortable working with AI tools and building automations.
• Strong written English and ability to work asynchronously across timezones.
• Available outside standard hours for urgent issues involving vendors or government agencies.
• Organised and able to keep several things moving without needing reminders.

Responsibilities

• Monitor the automated workflows behind recurring HR processes and log errors.
• Document how each workflow runs and how to fix common issues.
• Run onboarding and offboarding across markets: contracts, benefits enrolment, and statutory filings.
• Coordinate with local payroll, benefits and legal providers as needed.
• Check monthly payroll against source data and resolve discrepancies.
• Manage benefits vendors: renewals, enrolment, and claims queries.
• Keep employee files, payroll records and leave balances audit-ready.
• Track regulatory changes in each market with local providers and HRBP support.
• Handle routine HR requests using policies and established workflows.

Education

Bachelor's degree in HR/Business

Tools

HRIS

Payroll software

Excel

Automation tooling

Job description

Our Journey

The ShopBack Group is Asia-Pacific's leading shopping and rewards platform, trusted by over 20 million active members across 13 markets, including Germany and the United States. Driven by the vision to make every day more rewarding, ShopBack saves members money and time with more ways to earn and more to do with what they earn, and empowers merchants and brand partners to effectively engage its members. Founded in Singapore in 2014, ShopBack now powers over US$5.5 billion in annual sales and half a million transactions a day for more than 20,000 online and in-store partners.

About the role

We are looking for an HR Operations Specialist to run day-to-day HR operations for Malaysia, Germany, the US and Australia. Many of our recurring HR processes are automated, and this role keeps them running accurately. You'll review the outputs and investigate when something looks wrong. You'll work closely with the HRBPs for each market, and the markets you support are expected to widen over time.

What You'll Own

Workflow monitoring and troubleshooting

• Monitor the automated workflows behind recurring HR processes (e.g. payroll checks, employee updates in HRIS). Review outputs, catch errors, and work out whether the cause is data, configuration or logic.
• Hand issues you can't resolve to the team that develops these workflows, with a clear diagnosis, and log recurring failures so they get fixed at the source.
• Document how each workflow runs and how to fix common issues, so someone else can pick it up.

HR operations across four markets

• Keep employee data in our HRIS accurate (personnel files, job status changes) and produce monthly reporting.
• Run onboarding and offboarding in each market: contracts, documents, benefits enrolment, exit clearances, and the statutory filings each market requires. Work with local payroll, benefits and legal providers where needed.
• Check monthly payroll for each market against source data and resolve discrepancies before sign-off. Where payroll is not yet automated, prepare the inputs with the local provider until it is.
• Manage benefits vendors in each market: coordinate renewals (quotes, comparison, recommendation) and handle enrolment and claims queries.
• Keep us audit-ready by regularly checking employee files, payroll records and leave balances.
• Track regulatory changes in each market, working with local providers and the HRBP where needed.
• Handle routine requests (employment letters, leave balances, document requests, system access) using policies and established workflows. Pass anything needing judgement to the relevant HRBP, with the relevant details.

Lifecycle and KL office

• Welcome new joiners to the KL office on Day 1 and handle KL exit logistics (hardware, access cards, IT handoffs).
• Work alongside our dedicated workplace contractor: provide backup coverage and be the point of contact for the KL office, including occasional hands-on tasks.

Essentials to Succeed

• At least 5 years of progressive HR Operations experience, ideally across more than one country.
• Hands-on payroll experience, including working with external payroll providers.
• Working knowledge of employment law and statutory requirements in at least one market, ideally Malaysia, and the ability to quickly learn the basics for Germany, the US and Australia.
• Able to trace a wrong output back to its source. Basic scripting or advanced spreadsheet formulas are a plus.
• Comfortable working with AI tools. Prior experience building automations is highly valued.
• Good judgement on what to resolve yourself and what to hand to someone else.
• Strong written English, and comfortable working asynchronously across timezones.
• Available outside standard hours for urgent issues involving vendors or government agencies.
• Organised, and able to keep several things moving without needing reminders.

ShopBacker Traits

• Agency - We take ownership and act, rather than waiting for permission. When something's blocking progress, we find a way through it and follow through until it's done.
• Judgement- We aim for high-impact decisions, not just easy wins, and we put the bigger picture ahead of individual interests. That means moving quickly and confidently, while staying thoughtful about when a call really matters.
• Learning Velocity - We pick up new skills fast and let go of old habits just as quickly when something better comes along. We benchmark ourselves against the best and keep raising our own bar.
• Tenacity - We stay in it when things get hard, keeping a level head under pressure. We debate openly before deciding, then commit fully — and support each other along the way.

What's in it for ShopBackers

• Career growth opportunities to take on greater challenges that help you realise your ambitions.
• Be part of a winning team on a journey to global scale.
• Competitive compensation based on performance.
• Candid, open, and collaborative culture where feedback is valued.