Team Lead Employee Administration
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Before you apply
LocationKuala Lumpur
SeniorityLead
Experience5–10 yrs
Company size5,001–10,000 people
PostedNov 3, 2026 · 17h ago
Verified live11h ago
At a glanceSummarised by Seekless from the posting.
Bachelor's degree in Human Resources, Business Administration, Economics, Administration, Information Systems, or a related field
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
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
Excellent command of both oral and written English
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
Good command of an additional language is beneficial
KEY ACCOUNTABILITIES
Service Performance and Issue Resolution
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Coordinate daily employee administration operational tasks, ensuring timely and accurate execution in line with work instructions, service level agreements and quality standards
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Monitor team-level KPIs, SLAs, workload, backlogs and operational priorities, implementing corrective actions when deviations occur
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Act as the initial escalation point for operational issues and exceptions related to employee administration, employee records, documentation, reporting outputs, departure and redeployment administration
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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
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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
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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
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Oversee administrative management of departure and redeployment processes, ensuring timely completion, accurate documentation and appropriate escalation of sensitive cases
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Review accuracy and completeness of employee data, HR documentation, operational reports, analytics inputs and case records prepared by the team
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Ensure compliance with HR policies, work instructions, internal controls, audit requirements and data privacy standards
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Ensure required control checks, documentation standards and evidence retention are performed consistently by the team
Reporting, Analytics and Data Quality
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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
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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
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Ensure consistent use of agreed reporting definitions, data sources, templates and calculation logic in collaboration with process management and reporting stakeholders
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Identify recurring data quality issues through reporting and analytics outputs and initiate follow-up or corrective actions with the team and relevant stakeholders
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Support operational decision-making by providing transparent insights on workload, backlog, case resolution, SLA performance and data/documentation defects
Implementation of Changes and Improvements
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Collaborate with process management and adjacent hire-2-retire teams to drive continuous improvement of employee administration, reporting and analytics processes
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Support the rollout of new or updated work instructions, tools, templates, standard reports, dashboards and procedures impacting employee administration activities
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Collect improvement ideas from the team and contribute to the operational improvement backlog
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Participate in pilot activities, testing, training and knowledge transfer related to changes impacting the operational line
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Support standardization, automation and simplification initiatives aimed at improving data quality, reporting reliability, efficiency and customer satisfaction
Team Leadership and People Development
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Lead and develop the team within the employee administration operational line
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Monitor team workload, support capacity planning and allocate tasks based on priorities, skills and service requirements
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Identify skill gaps and training needs and support onboarding, knowledge transfer and capability development within the team
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Actively promote and embody the organization’s culture and values among team members
Stakeholder Management and Communication
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Collaborate closely with the Head of Employee Administration & HR Systems to ensure alignment between team execution and operational targets
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Engage with other Team Leads within hire-2-retire and adjacent processes to ensure coordinated service delivery
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Maintain regular exchange with process experts, HR stakeholders and business contacts to ensure consistent interpretation and execution of employee administration, reporting and analytics processes
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Provide transparent updates on operational performance, reporting insights, risks, priorities and improvement topics to relevant stakeholders
Education
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Bachelor’s degree in Human Resources, Business Administration, Economics, Administration, Information Systems, or a related field
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Specialization or coursework in HR Operations, Employee Administration, HR Data Management, HR Information Systems, service delivery or hire-to-retire processes is beneficial
Experience
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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
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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
Reporting Line(s)
Solid line(s) to: Head of Employee Administration & HR Systems
Performance Measures
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Timely delivery of standardized and compliant employee administration activities in line with agreed SLAs
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Accuracy and completeness of employee master data, employee records, HR documentation, standard reports and analytics inputs
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Quality and timeliness of employee administration reporting, dashboards, data extracts and KPI inputs
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Quality and timeliness of departure and redeployment administration
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Stakeholder satisfaction with employee administration, reporting and analytics service delivery and support
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Team workload, backlog, capacity and case resolution performance
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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