Team Lead Employee Administration

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

Job summary

Omya Malaysia is seeking a seasoned HR Operations Lead to manage daily employee administration across the hire-to-retire lifecycle, ensuring accurate data, compliant processes and timely documentation. You will oversee data quality, reporting, and governance while coordinating with Head of Employee Administration & HR Systems.

In this role, you will lead a team, plan workload, identify training needs, and drive process improvements.

Qualifications

• Requires a Bachelor's degree in a related field and 5–10 years' experience in HR operations or employee administration.
• Proven track record in data accuracy, reporting, and process improvement within HR.
• Strong understanding of data privacy, compliance, and internal controls.

Responsibilities

• Coordinate daily employee administration tasks with accuracy and in line with SLAs.
• Monitor KPIs, backlogs and workload; implement corrective actions as needed.
• Serve as escalation point for operational issues in employee records and reporting outputs.
• Oversee departure and redeployment processes with proper documentation and escalation when needed.
• Lead and develop the team; monitor workload and capacity planning.
• Collaborate with Head of Employee Administration & HR Systems and other stakeholders to align service delivery.

Skills

HR Operations

Employee Administration

Data Quality

Stakeholder Management

Leadership

Education

Bachelor's degree in HR/Business/IT

Tools

HRIS familiarity

Job description

Key Accountabilities

• Coordinate daily employee administration operational tasks, ensuring timely and accurate execution in line with work instructions, service level agreements and quality standards
• Monitor team-level KPIs, SLAs, workload, backlogs and operational priorities, implementing corrective actions when deviations occur
• Act as the initial escalation point for operational issues and exceptions related to employee administration, employee records, documentation, reporting outputs, departure and redeployment administration
• Support resolution of first-level escalations related to employee data changes, employee documentation, case handling, standard and ad hoc reporting, analytics inputs and data quality topics
• Escalate structural issues, compliance risks, recurring defects or policy-related cases to the appropriate process owner, HR function or leadership channel

Key Accountabilities

• Coordinate daily employee administration operational tasks, ensuring timely and accurate execution in line with work instructions, service level agreements and quality standards
• Monitor team-level KPIs, SLAs, workload, backlogs and operational priorities, implementing corrective actions when deviations occur
• Act as the initial escalation point for operational issues and exceptions related to employee administration, employee records, documentation, reporting outputs, departure and redeployment administration
• Support resolution of first-level escalations related to employee data changes, employee documentation, case handling, standard and ad hoc reporting, analytics inputs and data quality topics
• Escalate structural issues, compliance risks, recurring defects or policy-related cases to the appropriate process owner, HR function or leadership channel

Employee Administration, Data Accuracy and Compliance

• Ensure 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 applicable
• Oversee administrative management of departure and redeployment processes, ensuring timely completion, accurate documentation and appropriate escalation of sensitive cases
• Review accuracy and completeness of employee data, HR documentation, operational reports, analytics inputs and case records prepared by the team
• Ensure compliance with HR policies, work instructions, internal controls, audit requirements and data privacy standards
• Ensure required control checks, documentation standards and evidence retention are performed consistently by the team

Reporting, Analytics and Data Quality

• Oversee delivery of standard employee administration reports, dashboards, KPI inputs, data extracts and recurring reporting activities in line with defined timelines and data quality standards
• Coordinate 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 trends
• Ensure consistent use of agreed reporting definitions, data sources, templates and calculation logic in collaboration with process management and reporting stakeholders
• Identify recurring data quality issues through reporting and analytics outputs and initiate follow-up or corrective actions with the team and relevant stakeholders
• Support operational decision-making by providing transparent insights on workload, backlog, case resolution, SLA performance and data/documentation defects

Implementation of Changes and Improvements

• Collaborate with process management and adjacent hire-2-retire teams to drive continuous improvement of employee administration, reporting and analytics processes
• Support the rollout of new or updated work instructions, tools, templates, standard reports, dashboards and procedures impacting employee administration activities
• Collect improvement ideas from the team and contribute to the operational improvement backlog
• Participate in pilot activities, testing, training and knowledge transfer related to changes impacting the operational line
• Support standardization, automation and simplification initiatives aimed at improving data quality, reporting reliability, efficiency and customer satisfaction

Team Leadership and People Development

• Lead and develop the team within the employee administration operational line
• Monitor team workload, support capacity planning and allocate tasks based on priorities, skills and service requirements
• Identify skill gaps and training needs and support onboarding, knowledge transfer and capability development within the team
• Actively promote and embody the organization’s culture and values among team members

Stakeholder Management and Communication

• Collaborate closely with the Head of Employee Administration & HR Systems to ensure alignment between team execution and operational targets
• Engage with other Team Leads within hire-2-retire and adjacent processes to ensure coordinated service delivery
• Maintain regular exchange with process experts, HR stakeholders and business contacts to ensure consistent interpretation and execution of employee administration, reporting and analytics processes
• Provide transparent updates on operational performance, reporting insights, risks, priorities and improvement topics to relevant stakeholders

Education

• Bachelor's degree in Human Resources, Business Administration, Economics, Administration, Information Systems, or a related field
• Specialization or coursework in HR Operations, Employee Administration, HR Data Management, HR Information Systems, service delivery or hire-to-retire processes is beneficial

Experience

• A minimum of 5-10 years of relevant experience in HR Operations, employee administration, shared services, service delivery or a related operational role
• Proven experience in employee data administration, employee records/documentation, employee lifecycle administration, departure administration, redeployment administration, case handling or standard operational reporting
• First leadership or coordination experience, such as acting as senior specialist, subject matter expert, deputy team lead or team coordinator
• Experience working in an SLA-driven operational environment with work instructions, controls and data privacy requirements

Knowledge And Skills

• Track record in operational service delivery and performance management within an HR Operations / employee administration environment
• Understanding 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 Offboarding
• Strong understanding of employee administration processes, employee master data, employee records, documentation, departure and redeployment administration
• Experience with case and ticket management, operational reporting, KPI/SLA performance tracking, data extracts and basic analytics
• Good understanding of reporting definitions, data quality checks, dashboard inputs and operational performance metrics
• Good understanding of HR systems from an operational user perspective; HR Systems / HRIS ownership is not part of this role
• Familiarity with continuous improvement methodologies and process standardization
• Strong organizational skills to lead SLA-driven employee administration, reporting and analytics delivery
• Analytical, problem-solving and decision-making capabilities
• Strong leadership, stakeholder management and communication skills across functions
• HR compliance awareness, including data privacy, internal controls and audit documentation requirements

Other Requirements

• Excellent command of both oral and written English Good command of an additional language is beneficial
• Ability to handle confidential information securely
• Comfortable coordinating with other teams and stakeholders
• Strong attention to detail for employee data, employee records and HR documentation

POSITION SCOPE

Reporting Line(s)

Solid line(s) to: Head of Employee Administration & HR Systems

Performance Measures

• Timely delivery of standardized and compliant employee administration activities in line with agreed SLAs
• Accuracy and completeness of employee master data, employee records, HR documentation, standard reports and analytics inputs
• Quality and timeliness of employee administration reporting, dashboards, data extracts and KPI inputs
• Quality and timeliness of departure and redeployment administration
• Stakeholder satisfaction with employee administration, reporting and analytics service delivery and support
• Team workload, backlog, capacity and case resolution performance
• Number and quality of escalations, rework items, control findings and data/documentation/reporting defects

Working Relationships

Internal Contacts

Head of Employee Administration & HR Systems

Other Team Leads within hire-2-retire and adjacent processes

Team Lead HR Systems / HRIS

E2E service line

Process management within hire-2-retire

IT support

HR Business Partners and business contacts

Payroll & Time, Compensation & Benefits, Talent Acquisition & Onboarding and Talent & Performance teams

External contacts

Service and outsourcing partners supporting employee administration activities

External authorities, auditors or providers where required for employee administration, documentation or departure processes