Department Overview
APAC HR Operations is based in Kuala Lumpur, Malaysia and is part of a globally connected HR Operations function. The HR Operations team supports scalable HR operations for Bain offices located across the Asia Pacific region. The department’s mission is to drive process standardization and centralization across offices to support the company’s continued growth and to maintain its position as the best place to work.
What You’ll Do
The Coordinator role is to own delivery for specified HR activities and processes in allocated offices. The role is varied, deadline-driven, and demands exceptional time management and attention to detail. This position requires daily use of multiple core Bain systems and applications and may cover all areas of Bain Human Capital operations (Consulting Staff Professional Development, Business Functions HR, Employee Administration, Human Capital Analytics) according to the needs of the supported offices and areas of specialization.
The Coordinator will work independently and remotely from the people supported and therefore, excellent interpersonal skills and the ability to forge strong and successful working relationships without face-to-face interaction is essential. This role requires interactions with HR and Program Management teams, as well as employees, in supported offices, often with competing priorities and deadlines. Therefore, this role requires a strong sense of customer service and an ability to organize and prioritize multiple tasks. The Coordinator will be expected to get up to speed quickly on their dedicated system and demonstrate an understanding of process, how the HR Operations team’s various systems work together, and how the Coordinator’s work impacts the company and its various stakeholders. This role requires an ability to recognize patterns, offer creative solutions, and implement process improvements that benefit the team and its customers.
The Coordinator, HR Operations, will initially be assigned to support the Southeast Asia (SEA) cluster with operational and administrative support for local mobility, relocation, immigration, and various people movement activities. Over time, the Coordinator will be expected to expand support to multiple offices or processes as business needs require.
Essential Functions
HRIS Administration:
Workday
- Performs data entry for supported offices for all business processes, including contract management, background checks, new hires, job changes, compensation changes, termination and EIB uploads, departures, transfers, and bonus payouts
- Ensures HR data is error free in advance of payroll deadlines, headcount reporting deadlines, and other major milestones, such as hire and departure date
- Drives proactive engagement of local HR teams in supported offices to confirm Workday events are accurate (hires, leaves, transfers, terminations, probation periods)
- Ensures compensation information is error-free in the HRIS and consistent with data in local payroll systems for supported population/offices
- Ensures leaves are tracked in the HRIS, according to standards required in each supported office (monitoring returns from leave and contractual leave agreements).
- Ensures required supporting documents are available and stored in HRIS according to standards in supported offices.
- Performs proactive auditing of information within systems: compensation, LOAs, transfers, terminations, probation periods
- Responds to requests for Verifications of Employment in a timely fashion
- Provides data for ad-hoc reporting requests to support various people analytics
- Provides regular data reporting for customers and stakeholder groups, such as payroll audits and anniversary reports.
Case Team Survey Update (CTSU)
- Ensure survey data is up to date by weekly deadline and surveys are delivered to the correct recipients
- Ensure timely and thorough delivery of case team survey results, working closely with local offices to ensure dashboards are up to date and operating well
- Troubleshoot survey questions and issues with employees
Time & Absence (T&A)
- Responsible for helping customers trouble shoot questions related to time and absence submission and approval in Workday, as well as time & absence company policies
- Act as main point of contact for T&A support for onboarded offices
- Provide regular hours and sustainability reporting to Program Management and HR Teams
- Ensure vacations and absences are routing to the appropriate approvers; help troubleshoot issues and make changes as needed
- Support for compliance reporting for leave balances relating to statutory reporting, audit and internal projects (SEA)
Mobility and Immigration Support (SEA)
- Independently manage all employee movement immigration needs in, out of, and within Southeast Asia
- Manage expat formalities (coordinating appropriate working permits and visas) using HRIS systems and work closely with 6 different vendors across the SEA region for expat formalities
- Update employee regulations appropriately, as flagged by HR, and partner with Local HR to answer employe questions and concerns related to benefits, onboarding programs, connectedness and offboarding.
- Escalate any regulatory changes, roadblocks, or employee relations concerns to Local HR for resolution
Reporting
- Provide data for ad-hoc data requests to support people and sustainability analyses
- (SEA) Provide data as requested to assist with internal annual audits
Qualifications
- Associate or Bachelor’s degree or an equivalent combination of education, training and experience
- 1-3 years of professional work experience is required, preferably in administrative HR roles
- Computer literate; proficient in using Microsoft Outlook, Word & Internet along with excellent Excel and PowerPoint skills
- Experience of working in a demanding environment, preferably professional services or with a blue chip company in an administrative capacity
- Experience working in ambiguity
- Excellent written and verbal communication skills
- Able to adjust communication approach to audience
- Previous use of HRIS systems; Workday experience a plus
Preferred
- Able to deal appropriately with highly-confidential information
- Honest, trustworthy people’s person
- Able to effectively manage time with competing business priorities
- Able to communicate effectively with all levels
- Exceptional attention to detail
- Outstanding organization, prioritization and time management skills
- Motivated – self starter
- Able to be proactive - and work on own initiative
- Flexible attitude and team approach
- Diplomatic, with an appreciation for Partner confidentiality
- Efficient and accurate
- Enthusiastic, dedicated, hardworking and committed to meeting deadlines
- Pleasant and calm even when under pressure
- An interest in the substance and commercial impact of Bain’s work
