Specialist Employee Administration

Omya; Kuala Lumpur; On-site; MYR 39,000 - 67,000; Full time

Job summary

Omya is seeking an HR Administration Specialist in Kuala Lumpur to manage standard HR inquiries and employee records with accuracy and timeliness. You will handle data updates, documentation, and reporting while ensuring compliance with policies and privacy standards.

The role requires experience with HR systems (Workday Core HCM) and ticket-based processes, plus strong communication with employees and managers.

Qualifications

• Bachelor’s degree in HR or related field and experience in HR admin workflows.
• Proficiency with HR systems, data management and reporting.
• Experience in SLAs, process controls and case handling in a shared services environment.

Responsibilities

• Act as first operational contact for standard HR administration queries and execute activities accurately and on time.
• Process Employee Administration requests in case/ticket tools with timely updates and closure.
• Provide guidance on steps, documents, system actions and timelines; escalate complex cases appropriately.
• Coordinate inputs with employees, managers, HR stakeholders and service partners to complete activities.

Skills

Employee Administration

HR Systems (Workday Core HCM)

Case/Ticket Management

Data Privacy

Service-oriented communication

Education

Bachelor's degree in Human Resources

Business Administration

Economics

Administration

Information Systems

Tools

Workday Core HCM

Cornerstone

Job description

Key Accountabilities

• Act as first operational contact for standard HR administration queries and execute assigned Employee Administration activities accurately and on time according to defined work instructions, SLAs and quality standards
• Process Employee Administration requests and cases in case/ticket management tools, ensuring timely updates, documentation and closure
• Provide service-oriented guidance on process steps, documentation, system actions and timelines, and elevate complex or policy-related cases to the appropriate Tier 2 contact, HR partner or process expert
• Coordinate required inputs with employees, managers, HR stakeholders and service partners to complete assigned activities

Operational Execution, Query Handling and Case Management

• Act as first operational contact for standard HR administration queries and execute assigned Employee Administration activities accurately and on time according to defined work instructions, SLAs and quality standards
• Process Employee Administration requests and cases in case/ticket management tools, ensuring timely updates, documentation and closure
• Provide service-oriented guidance on process steps, documentation, system actions and timelines, and elevate complex or policy-related cases to the appropriate Tier 2 contact, HR partner or process expert
• Coordinate required inputs with employees, managers, HR stakeholders and service partners to complete assigned activities

Employee Data, Documentation and Reporting

• Maintain accurate employee master data in HR systems, including address changes, personal data, job and organizational changes, employment details, mass updates where applicable and other employee record updates
• Prepare, review, maintain and archive employee records, HR documentation, certificates, attestations and confirmations in line with applicable templates, procedures and controls
• Prepare standard and ad hoc Employee Administration reports, data extracts, KPI inputs and status updates according to defined templates and timelines
• Ensure completeness, consistency and confidentiality of employee data, records, reports and process documentation

Departure and Redeployment Administration

• Administer standard departure-related process steps, including resignation, retirement, termination and other offboarding administration activities
• Support administrative management of redeployment cases, including HR data updates, documentation follow-up and coordination of operational process steps
• Track completion of departure and redeployment activities, provide required reporting inputs and elevate complex, sensitive or policy-related cases to the Team Lead

Process Knowledge, Compliance and Continuous Improvement

• Maintain process knowledge and support updates to knowledge articles, work instructions and standard templates based on process changes and operational experience
• Exchange regularly with process experts and adjacent teams to clarify process questions, improve resolution quality and support consistent service delivery
• Execute activities in compliance with HR policies, internal controls, audit requirements and data privacy standards
• Support Employee Administration projects, implementation of process changes and continuous improvement activities where required

Job Requirements

Education

Bachelor's degree in Human Resources, Business Administration, Economics, Administration, Information Systems, or related field

Coursework or practical exposure in Employee Administration, HR Administration, HR systems, employee data management, reporting or hire-2-retire processes is beneficial

Experience

• A minimum of 2–5 years of relevant experience in Human Resources, HR Operations, HR and Employee administration, shared services or service delivery
• Experience with employee master data maintenance, HR documentation/certification support, standard or ad hoc HR reporting, departure/redeployment administration or case/ticket handling
• Experience working in a process-driven operational environment with SLAs, work instructions and controls is beneficial

Knowledge And Skills

• Understanding of Employee Administration process steps within the hire-2-retire value chain
• Knowledge of employee master data maintenance, employee records, standard reporting, documentation/certification support, departure administration and redeployment administration
• Experience working with HR systems, reporting/data extraction functionality and case/ticket management tools; Workday Core HCM experience is required, Cornerstone is beneficial
• Ability to follow work instructions, maintain data accuracy and meet defined timelines
• Service-oriented communication skills with employees, managers, HR stakeholders and business contacts
• Analytical and problem-solving skills for standard operational and reporting issues Basic HR compliance awareness, including data privacy and internal controls

Other Requirements

• Good command of both oral and written English
• Good command of an additional language is beneficial
• Ability to handle confidential information and HR data securely
• Strong attention to detail for employee data, reports and HR documentation