HR Operations Specialist

About the role
The HR Operations Specialist ensures efficient, compliant and high quality delivery of HR services across the employee lifecycle in several countries in the region. This role plays a key part in maintaining HR systems and data integrity, administration and ensuring smooth onboarding and leaver processes. The role also includes responsibility for general office administration in Malaysia office.

Key Accountabilities

HR Systems & Reporting

• Maintain accurate and up-to-date employee records, ensuring HR systems reflect current employee data and status.
• Provide guidance to employees and managers on HR system processes, including Employee and Manager Self-Service, and act as the key point of contact for system-related queries and issue resolution.
• Prepare and maintain organisational charts for audit and business purposes, ensuring regular updates to shared platforms.
• Collaborate with regional and global HR stakeholders to ensure consistency, accuracy, and timely filing of employee documentation within central HR systems and repositories.
• Identify opportunities for process automation to improve data accuracy and operational efficiency.
• Maintain employee personal files with up-to-date records for easy retrieval and compliance purposes.
• Preparing monthly headcount reports as requested
• Building SOP for HR processes for the JAPAC region.
• Support audits and data reporting requirements
• Identify process gaps and support continuous improvement initiatives and support system testing, data uploads, and reporting

Onboarding

• Manage end-to-end onboarding activities for new hires, including preparation of employment contracts and ensuring compliance with recruitment and employment standards.
• Coordinate induction activities and work with line managers and assigned buddies to support smooth integration of new employees.
• Administer probation processes by tracking review timelines, supporting managers, and issuing confirmation letters and related documentation.
• Prepare employment contracts and formal documentation related to changes in terms and conditions, ensuring compliance with internal policies and approval workflows.
• Liaise with external benefits providers to manage employee benefit enrolments and changes, ensuring a positive employee experience.
• Maintain and update HR documentation, including policies, procedures, templates, and forms, ensuring alignment with business requirements and applicable employment legislation.

Leavers & Offboarding

• Ensure resignations are acknowledged promptly and guide line managers through the leaver process.
• Coordinate final pay calculations in accordance with employment terms and payroll schedules.
• Facilitate exit interviews, compile insights, and share trend analysis with HR stakeholders to support continuous improvement initiatives.

Office Administration

• Manage general office administration and coordination activities.
• Support scheduling, meetings, and calendar coordination.
• Manage office supplies, vendor relationships, and facilities-related requests.
• Provide administrative support for HR and office operations, including invoices, claims, and data entry.
• Deliver ad-hoc administrative support to management and teams as required.

Requirements

• Degree or Diploma in Human Resources, Business Administration, or a related discipline.
• Experience using HR Information Systems (HRIS) is highly desirable.
• Ability to work independently, take initiative, and adapt quickly in a dynamic environment.
• Strong capability to manage multiple priorities and meet tight deadlines with high attention to detail.
• High level of professionalism, discretion, and integrity when handling confidential and sensitive information.
• Strong organisational and communication skills with a service-oriented mindset.

Benefits

In return for your valuable contributions and commitment to our organization, we are pleased to offer you an attractive and comprehensive benefits package that includes:

• A competitive monthly salary that reflects your experience, skills, and the industry standards, ensuring that you are fairly compensated for your hard work and dedication.
• A performance bonus designed to reward exceptional performance and achievements, providing you with additional financial incentives as you excel in your role.
• Ongoing professional development opportunities, including training programs, workshops, and access to resources that will help you enhance your skills and advance your career within our organization.