Senior Executive, Human Capital Services

The Senior Executive, HC Services is responsible for independently executing Human Capital Services transactions and employee administration across the employee lifecycle, ensuring that each case is accurate, complete, timely and supported by the required approvals and documentation.

The role administers employee movements, Oracle HCM records, benefits, employee documentation, personnel files, operational reports and employee enquiries in accordance with company policies, Malaysian employment legislation, approved service standards and internal governance requirements.

Working under the direction of the Head, People Services, the role resolves routine and moderately complex operational matters, identifies data or process exceptions, and supports continuous improvement to provide a reliable and customer-focused HC shared services experience.

• Execute onboarding, confirmation, transfer, promotion, contract renewal, secondment, redesignation and separation transactions within agreed service timelines.
• Prepare accurate employment letters, confirmation letters, promotion and transfer letters, contract variations, resignation acceptance letters and other HC correspondence based on approved instructions.
• Verify that each employee movement is supported by complete documentation and the appropriate approval before processing.
• Coordinate administrative requirements with employees, line managers and relevant HC stakeholders to ensure cases are completed without unnecessary delay.
• Maintain case trackers and follow through on outstanding actions until closure, escalating exceptions that exceed the role's authority or service timeline.

• Process and maintain employee data in Oracle HCM and related HC systems, including personal details, assignments, reporting lines, positions, grades and employment changes.
• Validate system transactions against approved source documents to ensure employee information is complete, accurate and current.
• Perform regular data checks, investigate discrepancies and coordinate corrective action to protect HC data integrity.
• Maintain complete, organised and audit-ready electronic and physical employee records in accordance with document control and retention requirements.
• Handle personal and employment information with strict confidentiality and in accordance with applicable data protection requirements.

• Administer assigned employee benefits and entitlements, including medical, insurance, leave, travel-related benefits and other approved programmes.
• Review benefit applications and supporting documents for eligibility, completeness and compliance before processing or escalation.
• Coordinate additions, changes and removals with internal stakeholders and external service providers to ensure employee coverage and records remain accurate.
• Maintain benefit records and trackers, reconcile exceptions and support the resolution of employee benefit enquiries.
• Provide accurate HC inputs for downstream payroll or benefit processing in accordance with established cut-off dates.

• Serve as a point of contact for employees and line managers on assigned HC Services matters, providing clear and consistent guidance on processes and documentation requirements.
• Resolve routine and moderately complex enquiries within agreed service levels, using policy, precedent and established procedures to determine the appropriate action.
• Coordinate with HC colleagues, Finance, IT and other departments to complete transactions and resolve operational issues.
• Support operational employee groups, including Flight Operations, Cabin Crew, Engineering and Ground Operations, on employee administration requirements.
• Escalate policy exceptions, sensitive cases, unresolved discrepancies or material service risks to the Head, People Services with clear supporting facts.

• Prepare accurate operational reports and trackers covering employee movements, headcount, pending cases, service performance and other assigned HC Services activities.
• Review data and supporting documents for completeness and highlight unusual trends, recurring errors or control gaps for management attention.
• Ensure all assigned activities comply with company policies, approval authorities, employment legislation, internal procedures and audit requirements.
• Retrieve records and supporting evidence for internal or external audits and address assigned follow-up actions within the required timeline.
• Maintain an audit trail for transactions, approvals, correspondence and changes made in HC systems.

• Identify recurring service issues, manual work or control gaps and recommend practical improvements to the Head, People Services.
• Support user acceptance testing, data validation and implementation activities for approved HC system enhancements and process changes.
• Update work instructions, checklists, templates and frequently asked questions to improve consistency and knowledge sharing.
• Provide guidance to Executives or junior team members on assigned processes and share working knowledge to support service continuity.
• Participate in cross-functional HC projects and perform other related responsibilities assigned in support of business requirements.

• Works within established policies, procedures, approval limits and service standards, with discretion to organise priorities and determine the appropriate processing steps for assigned cases.
• Interprets employee records, approved documentation, system data and procedural requirements to resolve routine and moderately complex operational issues.
• Exercises judgement in identifying incomplete documentation, conflicting information, data anomalies and potential compliance risks before a transaction is completed.
• Escalates policy exceptions, high-risk cases, material financial impact, legal or employee relations concerns, and matters without clear precedent to the Head, People Services.

• Internal: Employees, line managers, HC Business Partners, Talent Acquisition, Rewards, Payroll, Finance, IT, Legal and operational departments.
• External: HC system support partners, benefit and insurance providers, auditors, government agencies and other approved service providers, where assigned.

• Bachelor's Degree in Human Resource Management, Business Administration, Industrial Relations or a related discipline.
• Professional HC certification such as MIHRM, CIPD, SHRM or equivalent is an added advantage.

• Minimum 4 to 6 years of relevant HC experience, with practical exposure to HC Operations, HC Shared Services or People Services.
• Hands-on experience in employee lifecycle administration, employment documentation, employee records, benefits administration or HRIS transactions.
• Experience using Oracle HCM or an equivalent HRIS is preferred.
• Experience in aviation, transport, logistics or another regulated and operationally intensive industry is an advantage.

• Employee lifecycle administration
• Oracle HCM / HRIS transaction processing
• Employee records and document management
• Benefits and employee administration
• HC reporting and data validation
• Understanding of Malaysian employment legislation and statutory requirements
• Audit, compliance and confidentiality requirements
• Business writing and formal HC correspondence
• Microsoft Office, particularly Excel, Word and PowerPoint

• Accuracy and attention to detail
• Customer service orientation
• Analytical thinking and practical problem solving
• Planning, organising and follow-through
• Clear written and verbal communication
• Stakeholder coordination and teamwork
• Integrity, discretion and confidentiality
• Accountability and ownership
• Adaptability and continuous improvement mindset