Team Lead Employee Administration

Omya Asia Pacific Sdn Bhd; Kuala Lumpur; On-site; MYR 180,000 - 240,000; Full time

Job summary

Omya Asia Pacific Sdn Bhd is seeking a senior HR Operations professional to lead the employee administration function across the hire-to-retire lifecycle. You will ensure data accuracy, compliant documentation, and timely reporting while escalating policy and privacy issues as needed.

The role emphasizes process standardization, stakeholder collaboration, and continuous improvement in an SLA-driven environment to support business needs in Malaysia and the region.

Qualifications

• Bachelor's degree in HR, Business Admin, Economics, Administration, Information Systems or related field.
• Specialization in HR Operations or HR Data Management is beneficial.

Responsibilities

• Oversee end-to-end employee administration across hire-2-retire lifecycle.
• Monitor data accuracy, documentation, and reporting outputs.
• Escalate policy, compliance or data privacy issues to process owners.

Skills

HR Operations

Data quality

SLA management

Leadership

Stakeholder management

Analytics

Process improvement

Data privacy

Organizational skills

Communication

Education

Bachelor's degree in HR/Business/Information Systems

Tools

HRIS/HR systems

Job description

KEY ACCOUNTABILITIESService Performance and Issue ResolutionCoordinate daily employee administration operational tasks, ensuring timely and accurate execution in line with work instructions, service level agreements and quality standardsMonitor team-level KPIs, SLAs, workload, backlogs and operational priorities, implementing corrective actions when deviations occurAct as the initial escalation point for operational issues and exceptions related to employee administration, employee records, documentation, reporting outputs, departure and redeployment administrationSupport resolution of first-level escalations related to employee data changes, employee documentation, case handling, standard and ad hoc reporting, analytics inputs and data quality topicsEscalate structural issues, compliance risks, recurring defects or policy-related cases to the appropriate process owner, HR function or leadership channelEmployee Administration, Data Accuracy and ComplianceEnsure consistent execution of employee administration activities across the hire-2-retire lifecycle, including employee data updates, employment changes, employee records, documentation and certificates or attestations where applicableOversee administrative management of departure and redeployment processes, ensuring timely completion, accurate documentation and appropriate escalation of sensitive casesReview accuracy and completeness of employee data, HR documentation, operational reports, analytics inputs and case records prepared by the teamEnsure compliance with HR policies, work instructions, internal controls, audit requirements and data privacy standardsEnsure required control checks, documentation standards and evidence retention are performed consistently by the teamReporting, Analytics and Data QualityOversee delivery of standard employee administration reports, dashboards, KPI inputs, data extracts and recurring reporting activities in line with defined timelines and data quality standardsCoordinate preparation of ad hoc reports and basic analytics related to employee administration topics, such as employee data changes, case volumes, service performance, departures, redeployment and data quality trendsEnsure consistent use of agreed reporting definitions, data sources, templates and calculation logic in collaboration with process management and reporting stakeholdersIdentify recurring data quality issues through reporting and analytics outputs and initiate follow-up or corrective actions with the team and relevant stakeholdersSupport operational decision-making by providing transparent insights on workload, backlog, case resolution, SLA performance and data/documentation defectsImplementation of Changes and ImprovementsCollaborate with process management and adjacent hire-2-retire teams to drive continuous improvement of employee administration, reporting and analytics processesSupport the rollout of new or updated work instructions, tools, templates, standard reports, dashboards and procedures impacting employee administration activitiesCollect improvement ideas from the team and contribute to the operational improvement backlogParticipate in pilot activities, testing, training and knowledge transfer related to changes impacting the operational lineSupport standardization, automation and simplification initiatives aimed at improving data quality, reporting reliability, efficiency and customer satisfactionTeam Leadership and People DevelopmentLead and develop the team within the employee administration operational lineMonitor team workload, support capacity planning and allocate tasks based on priorities, skills and service requirementsIdentify skill gaps and training needs and support onboarding, knowledge transfer and capability development within the teamActively promote and embody the organization’s culture and values among team membersStakeholder Management and CommunicationCollaborate closely with the Head of Employee Administration & HR Systems to ensure alignment between team execution and operational targetsEngage with other Team Leads within hire-2-retire and adjacent processes to ensure coordinated service deliveryMaintain regular exchange with process experts, HR stakeholders and business contacts to ensure consistent interpretation and execution of employee administration, reporting and analytics processesProvide transparent updates on operational performance, reporting insights, risks, priorities and improvement topics to relevant stakeholdersJEducationBachelor's degree in Human Resources, Business Administration, Economics, Administration, Information Systems, or a related fieldSpecialization or coursework in HR Operations, Employee Administration, HR Data Management, HR Information Systems, service delivery or hire-to-retire processes is beneficialExperienceA minimum of 5–10 years of relevant experience in HR Operations, employee administration, shared services, service delivery or a related operational roleProven experience in employee data administration, employee records/documentation, employee lifecycle administration, departure administration, redeployment administration, case handling or standard operational reportingFirst leadership or coordination experience, such as acting as senior specialist, subject matter expert, deputy team lead or team coordinatorExperience working in an SLA-driven operational environment with work instructions, controls and data privacy requirementsKnowledge and skillsTrack record in operational service delivery and performance management within an HR Operations / employee administration environmentUnderstanding of the hire-2-retire value chain, including Talent Acquisition, Onboarding, Core HR, Employee Administration, Time & Attendance, Payroll interfaces, Talent/Performance, Learning, Compensation & Benefits and OffboardingStrong understanding of employee administration processes, employee master data, employee records, documentation, departure and redeployment administrationExperience with case and ticket management, operational reporting, KPI/SLA performance tracking, data extracts and basic analyticsGood understanding of reporting definitions, data quality checks, dashboard inputs and operational performance metricsGood understanding of HR systems from an operational user perspective; HR Systems / HRIS ownership is not part of this roleFamiliarity with continuous improvement methodologies and process standardizationStrong organizational skills to lead SLA-driven employee administration, reporting and analytics deliveryAnalytical, problem-solving and decision-making capabilitiesStrong leadership, stakeholder management and communication skills across functionsHR compliance awareness, including data privacy, internal controls and audit documentation requirementsOther requirementsExcellent command of both oral and written EnglishGood command of an additional language is beneficialAbility to handle confidential information securelyComfortable coordinating with other teams and stakeholdersStrong attention to detail for employee data, employee records and HR documentationPOSITION SCOPEReporting Line(s)Solid line(s) to: Head of Employee Administration & HR SystemsPerformance MeasuresTimely delivery of standardized and compliant employee administration activities in line with agreed SLAsAccuracy and completeness of employee master data, employee records, HR documentation, standard reports and analytics inputsQuality and timeliness of employee administration reporting, dashboards, data extracts and KPI inputsQuality and timeliness of departure and redeployment administrationStakeholder satisfaction with employee administration, reporting and analytics service delivery and supportTeam workload, backlog, capacity and case resolution performanceNumber and quality of escalations, rework items, control findings and data/documentation/reporting defectsWorking RelationshipsInternal contacts:Head of Employee Administration & HR SystemsOther Team Leads within hire-2-retire and adjacent processesTeam Lead HR Systems / HRISE2E service lineProcess management within hire-2-retireIT supportHR Business Partners and business contactsPayroll & Time, Compensation & Benefits, Talent Acquisition & Onboarding and Talent & Performance teamsExternal contactsService and outsourcing partners supporting employee administration activitiesExternal authorities, auditors or providers where required for employee administration, documentation or departure processes