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Omya

Global producer and distributor of minerals

Team Lead Employee Administration

HR Operations & CoordinationUpdated on Nov 12
Full-timeKuala Lumpur, Federal Territory of Kuala Lumpur, MalaysiaNo salary listedIn-person

About the Job

Requirements

  • A bachelor's degree in Human Resources, Business Administration, Economics, Administration, Information Systems, or a related field is required.
  • A minimum of 5–10 years of relevant experience in HR Operations, employee administration, shared services, service delivery, or a related operational role is required.
  • Experience in employee data administration, employee records and documentation, employee lifecycle administration, departure and redeployment administration, case handling, or standard operational reporting is required.
  • First leadership or coordination experience, such as serving as a senior specialist, subject matter expert, deputy team lead, or team coordinator, is required.
  • Experience working in an SLA-driven operational environment with work instructions, controls, and data privacy requirements is required.
  • Knowledge of operational service delivery and performance management within HR Operations or employee administration is required.
  • Understanding of the hire-to-retire value chain, including Talent Acquisition, Onboarding, Core HR, Employee Administration, Time & Attendance, Payroll interfaces, Talent and Performance, Learning, Compensation & Benefits, and Offboarding, is required.
  • Strong understanding of employee administration processes, employee master data, employee records, documentation, departure administration, and redeployment administration is required.
  • Experience with case and ticket management, operational reporting, KPI and SLA performance tracking, data extracts, and basic analytics is required.
  • Understanding of reporting definitions, data quality checks, dashboard inputs, and operational performance metrics is required.
  • Understanding of HR systems from an operational user perspective is required; HR Systems or HRIS ownership is not part of the role.
  • Familiarity with continuous improvement methodologies and process standardization is required.
  • Strong organizational skills for leading SLA-driven employee administration, reporting, and analytics delivery are required.
  • Analytical, problem-solving, and decision-making capabilities are required.
  • Leadership, stakeholder management, and communication skills across functions are required.
  • HR compliance awareness, including data privacy, internal controls, and audit documentation requirements, is required.
  • Excellent command of spoken and written English is required.
  • The ability to handle confidential information securely is required.
  • The role requires attention to detail when handling employee data, employee records, and HR documentation.

Responsibilities

  • Coordinate daily employee administration operational tasks to ensure 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, and implement 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 administration, and redeployment administration.
  • Support resolution of first-level escalations involving 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, and policy-related cases to the appropriate process owner, HR function, or leadership channel.
  • Ensure consistent execution of employee administration activities across the hire-to-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 the 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 the team consistently performs required control checks, follows documentation standards, and retains evidence.
  • 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 on employee administration topics, including 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 or documentation defects.
  • Collaborate with process management and adjacent hire-to-retire teams to drive continuous improvement of employee administration, reporting, and analytics processes.
  • Support rollout of new or updated work instructions, tools, templates, standard reports, dashboards, and procedures affecting 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 affecting the operational line.
  • Support standardization, automation, and simplification initiatives to improve data quality, reporting reliability, efficiency, and customer satisfaction.
  • 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.
  • Promote and embody the organization’s culture and values among team members.
  • Collaborate with the Head of Employee Administration & HR Systems to align team execution with operational targets.
  • Engage with other Team Leads within hire-to-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 relevant stakeholders with transparent updates on operational performance, reporting insights, risks, priorities, and improvement topics.

Desired Qualifications

  • Specialization or coursework in HR Operations, Employee Administration, HR Data Management, HR Information Systems, service delivery, or hire-to-retire processes is beneficial.
  • A good command of an additional language is beneficial.

About the Company

Omya

Global producer and distributor of minerals

Omya is a global producer and distributor of essential minerals such as calcium carbonate, dolomite, and perlite. It mines or sources minerals, processes them into products, and supplies industries as fillers, whiteners, or functional components, offering technical guidance to tailor solutions. The company combines a large, worldwide plant network with dedicated technical centers and local labs to provide hands-on support and R&D resources. Its goal is to create value for customers through reliable mineral solutions and long-term partnerships.

Company size
1,001-5,000
Company stage
Grant
Total funding
$40K
Headquarters
Oftringen, Switzerland
Founded
1884

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