# HR Operations Specialist

> Clinigen · Shah Alam, Malaysia · Full-time · Posted 2026-06-19

**Workplace:** on_site

**Department:** Human Resources

## Description

**About the role**  
The HR Operations Specialist ensures efficient, compliant and high quality delivery of HR services across the employee lifecycle in several countries in the region. This role plays a key part in maintaining HR systems and data integrity, administration and ensuring smooth onboarding and leaver processes. The role also includes responsibility for general office administration in Malaysia office.

**Key Accountabilities**

**HR Systems & Reporting**

-   Maintain accurate and up-to-date employee records, ensuring HR systems reflect current employee data and status.
-   Provide guidance to employees and managers on HR system processes, including Employee and Manager Self-Service, and act as the key point of contact for system-related queries and issue resolution.
-   Prepare and maintain organisational charts for audit and business purposes, ensuring regular updates to shared platforms.
-   Collaborate with regional and global HR stakeholders to ensure consistency, accuracy, and timely filing of employee documentation within central HR systems and repositories.
-   Identify opportunities for process automation to improve data accuracy and operational efficiency.
-   Maintain employee personal files with up-to-date records for easy retrieval and compliance purposes.
-   Preparing monthly headcount reports as requested
-   Building SOP for HR processes for the JAPAC region.
-   Support audits and data reporting requirements
-   Identify process gaps and support continuous improvement initiatives and support system testing, data uploads, and reporting

**Onboarding**

-   Manage end-to-end onboarding activities for new hires, including preparation of employment contracts and ensuring compliance with recruitment and employment standards.
-   Coordinate induction activities and work with line managers and assigned buddies to support smooth integration of new employees.
-   Administer probation processes by tracking review timelines, supporting managers, and issuing confirmation letters and related documentation.
-   Prepare employment contracts and formal documentation related to changes in terms and conditions, ensuring compliance with internal policies and approval workflows.
-   Liaise with external benefits providers to manage employee benefit enrolments and changes, ensuring a positive employee experience.
-   Maintain and update HR documentation, including policies, procedures, templates, and forms, ensuring alignment with business requirements and applicable employment legislation.

**Leavers & Offboarding**

-   Ensure resignations are acknowledged promptly and guide line managers through the leaver process.
-   Coordinate final pay calculations in accordance with employment terms and payroll schedules.
-   Facilitate exit interviews, compile insights, and share trend analysis with HR stakeholders to support continuous improvement initiatives.

**Office Administration**

-   Manage general office administration and coordination activities.
-   Support scheduling, meetings, and calendar coordination.
-   Manage office supplies, vendor relationships, and facilities-related requests.
-   Provide administrative support for HR and office operations, including invoices, claims, and data entry.
-   Deliver ad-hoc administrative support to management and teams as required.

## Requirements

-   Degree or Diploma in Human Resources, Business Administration, or a related discipline.
-   Experience using HR Information Systems (HRIS) is highly desirable.
-   Ability to work independently, take initiative, and adapt quickly in a dynamic environment.
-   Strong capability to manage multiple priorities and meet tight deadlines with high attention to detail.
-   High level of professionalism, discretion, and integrity when handling confidential and sensitive information.
-   Strong organisational and communication skills with a service-oriented mindset.

## Benefits

In return for your valuable contributions and commitment to our organization, we are pleased to offer you an attractive and comprehensive benefits package that includes:

-   A competitive monthly salary that reflects your experience, skills, and the industry standards, ensuring that you are fairly compensated for your hard work and dedication.
-   A performance bonus designed to reward exceptional performance and achievements, providing you with additional financial incentives as you excel in your role.
-   Ongoing professional development opportunities, including training programs, workshops, and access to resources that will help you enhance your skills and advance your career within our organization.

## Apply

[Apply at Clinigen](https://apply.workable.com/clinigen/j/C6E5263E57/apply)

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