Specialist Employee Administration

Omya Asia Pacific Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 167,000; Full time

Job summary

Omya Asia Pacific Sdn Bhd in Kuala Lumpur is seeking an HR Operations Specialist to manage employee administration, master data and reporting. You will act as the frontline contact for standard HR queries and ensure timely and accurate processing in line with SLAs.

Candidates should have 2–5 years in HR operations, experience with Workday Core HCM and Cornerstone, plus strong data privacy awareness. A bachelor’s degree in HR, Business Admin or related field is preferred.

Qualifications

• 2–5 years of experience in HR operations or employee administration.
• Experience with HR systems, reporting, and case management.
• Familiarity with hire-to-retire processes and data privacy controls.

Responsibilities

• Serve as the first operational contact for standard HR administration queries.
• Process Employee Administration requests and cases in case/ticket tools.
• Coordinate inputs with employees, managers and HR stakeholders.
• Maintain accurate employee master data in HR systems.
• Prepare, review, and archive employee records and HR documentation.
• Draft standard and ad hoc HR reports and KPI updates.

Skills

Communication skills

Analytical thinking

Attention to detail

Data privacy awareness

Education

Bachelor's degree in Human Resources

Bachelor's degree in Business Administration

Bachelor's degree in Economics

Tools

Workday Core HCM

Cornerstone

Job description

KEY ACCOUNTABILITIESOperational Execution, Query Handling and Case ManagementAct 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 standardsProcess Employee Administration requests and cases in case/ticket management tools, ensuring timely updates, documentation and closureProvide service-oriented guidance on process steps, documentation, system actions and timelines, and escalate complex or policy-related cases to the appropriate Tier 2 contact, HR partner or process expertCoordinate required inputs with employees, managers, HR stakeholders and service partners to complete assigned activitiesEmployee Data, Documentation and ReportingMaintain 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 updatesPrepare, review, maintain and archive employee records, HR documentation, certificates, attestations and confirmations in line with applicable templates, procedures and controlsPrepare standard and ad hoc Employee Administration reports, data extracts, KPI inputs and status updates according to defined templates and timelinesEnsure completeness, consistency and confidentiality of employee data, records, reports and process documentationDeparture and Redeployment AdministrationAdminister standard departure-related process steps, including resignation, retirement, termination and other offboarding administration activitiesSupport administrative management of redeployment cases, including HR data updates, documentation follow-up and coordination of operational process stepsTrack completion of departure and redeployment activities, provide required reporting inputs and escalate complex, sensitive or policy-related cases to the Team LeadProcess Knowledge, Compliance and Continuous ImprovementMaintain process knowledge and support updates to knowledge articles, work instructions and standard templates based on process changes and operational experienceExchange regularly with process experts and adjacent teams to clarify process questions, improve resolution quality and support consistent service deliveryExecute activities in compliance with HR policies, internal controls, audit requirements and data privacy standardsSupport Employee Administration projects, implementation of process changes and continuous improvement activities where requiredJOB REQUIREMENTSEducationBachelor's degree in Human Resources, Business Administration, Economics, Administration, Information Systems, or related fieldCoursework or practical exposure in Employee Administration, HR Administration, HR systems, employee data management, reporting or hire-2-retire processes is beneficialExperienceA minimum of 2–5 years of relevant experience in Human Resources, HR Operations, HR and Employee administration, shared services or service deliveryExperience with employee master data maintenance, HR documentation/certification support, standard or ad hoc HR reporting, departure/redeployment administration or case/ticket handlingExperience working in a process-driven operational environment with SLAs, work instructions and controls is beneficialKnowledge and skillsUnderstanding of Employee Administration process steps within the hire-2-retire value chainKnowledge of employee master data maintenance, employee records, standard reporting, documentation/certification support, departure administration and redeployment administrationExperience working with HR systems, reporting/data extraction functionality and case/ticket management tools; Workday Core HCM experience is required, Cornerstone is beneficialAbility to follow work instructions, maintain data accuracy and meet defined timelinesService-oriented communication skills with employees, managers, HR stakeholders and business contactsAnalytical and problem-solving skills for standard operational and reporting issuesBasic HR compliance awareness, including data privacy and internal controlsOther requirementsGood command of both oral and written EnglishGood command of an additional language is beneficialAbility to handle confidential information and HR data securelyStrong attention to detail for employee data, reports and HR documentation