Specialist Employee Administration at Omya, Kuala Lumpur
Specialist Employee Administration at Omya in Kuala Lumpur. Full-time. Apply with swipeandhired.
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 escalate 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 escalate 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 be ne ficial
- 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