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Team Lead Employee Administration at Omya, Kuala Lumpur

Team Lead Employee Administration at Omya in Kuala Lumpur. Full-time. Apply with swipeandhired.

KEY ACCOUNTABILITIES

Service Performance and Issue Resolution

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

J 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