HR Coordinator

Role purpose

The HR Coordinator is a key member of the global HR Shared Services team, responsible for delivering consistent, high-quality HR operational support. This role will be the subject matter expert for the Malaysia employment market and predominantly be focused on supporting queries from SEA and the APAC region but will support other regions globally when required.

This role focuses on providing excellent service delivery through standardized processes, while supporting the organization's transition to increased self-service adoption and digital transformation initiatives.

The HR Shared Services team also manages (in conjunction with specialist teams) global and regional processes such as salary review, promotions, performance management cycles and supports the region with providing data and insight relating to our people.

The ideal candidate for this role will be meticulous, possess a keen attention to detail, and demonstrate sound judgement in prioritizing tasks. They ensure follow-through on commitments and strive for operational excellence, continuously seeking improvements in all HR processes and policies. They are also passionate and curious about the application of AI and technology and how this can enhance the efficiency of HR operational tasks.

Role tasks and responsibilities

Employee Lifecycle Management

Follow standardized global processes for key HR activities and execute these within the agreed service level agreements (SLAs) and quality standards. Process may include:
 Manage the onboarding experience for employees from acceptance of offer to their first day, ensuring all relevant contractual documents are obtained and the employee is ready to start working on their first day.
 Ensure all trackers and employee files are updated and accurate and comply with internal policies and processes
 Manage background screening processes according to established country procedures
 Coordinate benefits administration and leave management in specified jurisdictions
 Support the administration of global mobility processes including routine visa/work permit applications
 Process employee exits following standard protocols
 Assist with basic employee relations matters under guidance from HR Business Partners
 Provide pro-active support with ad-hoc tasks where necessary and ensure any issues are flagged to ensure delivery is in line with agreed deadlines

Data and Technology

 Maintain accurate employee data in D365HR and other HR systems
 Generate standard people analytics reports and metrics as required
 Process HR-related invoices and purchase orders according to established procedures

Process improvement

 Support the creation and updating of Standard Operating Procedures (SOPs) to ensure we maintain comprehensive documentation of local processes and procedures
 Contribute to continuous improvement initiatives by identifying opportunities for process enhancement which includes adopting AI and technology to automate processes
 Support change management initiatives and communication plans for new processes
 Assist in testing and implementation on new HR system functionality and provide feedback to enhance technology and processes
 Participate in cross-jurisdiction training to expand knowledge beyond primary location

Compliance & Risk Management

 Maintain accurate records in compliance with data protection regulations
 Follow established protocols for document retention and security
 Execute HR processes in alignment with local labour laws
 Maintain updated policy documentation and employee communications
 Support country compliance reporting requirements
 Respond to compliance queries and Internal/External audit requests as instructed
 Support with salary benchmarking requests (internal and external)

Support to HR Centres of Excellence

 Provide support to Talent & Learning, for example assisting with talent reviews, learning needs analysis, succession planning, objective setting and year end calibration
 Assist with design and development of learning content for the global online learning system including powerpoint, excel, word, video and editing software
 Co-ordinate and assist with Global Reward cycle activities such as compensation survey submissions and pay analysis, reward benchmarking, insurance and benefits reviews
 Co-ordinate Partner Reward issues, such as preparation of partner reward letters, partner organisation charts, pyramids and mailing lists

Required skills and experience:

 Fluency in spoken and written English
 Strong technical aptitude and experience with HR information systems
 Demonstrated ability to follow complex processes and maintain accurate documentation
 Excellence in data management and attention to detail
 Strong service orientation and communication skills
 Experience in maintaining confidential information
 Highly collaborative, enabling a working partnership with the HR team and the business generating enthusiasm and commitment from others
 Able to work flexibly and respond to changing business priorities
 Demonstrate sound judgment and discretion
 Intermediate to advanced working knowledge of Microsoft Excel and Word
 Data and technology fluent – able to use technology and data to enable efficiency