Specialist, HR Ops

Job description

Join DayOne – Shaping the Future of Data Infrastructure DayOne is a global leader in the development and operation of high-performance data centers. As one of the fastest-growing companies in the industry, we’ve built a robust presence across Asia and Europe — and we’re just getting started. As we expand into new international markets, we’re looking for talented, driven individuals to join us on this exciting journey. This is more than a job — it’s an opportunity to be a key contributor to our dynamic team and help shape the future of global data infrastructure. If you're passionate about innovation, technology, and growth, we invite you to be part of DayOne’s next chapter. HR Operations & Employee Lifecycle · Manage HR administration throughout the employee lifecycle from onboarding to offboarding. · Coordinate employment contracts, confirmation, transfers, promotions, salary changes and other employee movements. · Ensure employee changes are processed accurately and within required timelines. · Manage resignation, termination and offboarding administration. · Maintain complete and accurate employee records. · Coordinate changes in employee status, position, reporting line and employment terms. · Ensure all HR transactions have appropriate documentation and approvals. · Work closely with HRBPs to ensure business decisions are translated accurately into HR transactions. Workday & HRIS Management · Process and validate employee transactions in Workday. · Maintain accurate employee, position and organisational data. · Manage employee movements including transfers, promotions, reporting-line changes and organisational changes. · Monitor pending Workday transactions and follow up on outstanding approvals. · Conduct regular employee-data quality checks. · Identify and resolve HR data discrepancies. · Troubleshoot Workday transaction and workflow issues. · Coordinate system-related issues with Regional HR Operations and HRIS teams. · Support Workday UAT and system testing. · Support system enhancements, process changes and HRIS projects. · Support HR reporting and data extraction requirements. · Ensure Workday transactions are supported by appropriate documentation and approvals. · Provide guidance to HR team members and managers on standard Workday processes where required. Payroll Coordination · Coordinate monthly payroll inputs and employee movements. · Validate payroll changes including new joiners, leavers, allowances, unpaid leave, one-time payments and adjustments. · Ensure payroll inputs are submitted according to payroll cut-off timelines. · Review payroll movement reports for completeness and accuracy. · Coordinate payroll validation with relevant stakeholders. · Investigate and resolve payroll-related issues. · Maintain payroll documentation and appropriate process controls. · Track payroll errors and corrective actions. · Support payroll reconciliation and post-payroll review where required. · Identify recurring payroll issues and recommend preventive actions. Expatriate Management & Immigration · Manage end-to-end expatriate administration for foreign employees assigned to Malaysia. · Coordinate Employment Pass, Professional Visit Pass and other applicable immigration applications. · Manage immigration renewals, extensions and cancellations. · Coordinate documentation required from employees, business teams and service providers. · Liaise with immigration authorities, government agencies and external immigration providers where required. · Coordinate visa, entry, endorsement and immigration requirements. · Track immigration expiry dates and proactively initiate required actions. · Maintain an accurate expatriate and immigration tracker. · Support expatriate onboarding and employment commencement requirements. · Coordinate expatriate transfers into and out of the Malaysia entity. · Manage immigration cancellation requirements for resigning or transferring employees. · Coordinate tax-clearance and other exit requirements with Payroll, Finance and relevant stakeholders. · Support expatriate relocation-related HR requirements where applicable. · Monitor changes to immigration requirements and escalate compliance risks. · Prepare expatriate workforce and immigration-status reports for management. · Support expatriate quota, succession or localisation requirements where applicable. · Ensure expatriate employment arrangements align with approved employment terms and local requirements. Onboarding · Coordinate pre-employment documentation and joining requirements. · Ensure employee records and Workday setup are completed before joining. · Coordinate with Talent Acquisition, hiring managers, IT and relevant stakeholders. · Monitor outstanding onboarding documentation. · Support new employee orientation and onboarding activities. · Coordinate high-volume onboarding during workforce ramp-up. · Ensure expatriate employees complete required immigration and joining formalities. Offboarding · Coordinate employee resignation and exit administration. · Prepare relevant exit documentation. · Ensure required approvals are obtained. · Coordinate final payroll inputs and clearance. · Complete Workday termination transactions accurately and on time. · Coordinate immigration cancellations for expatriates. · Support tax-clearance requirements where applicable. · Maintain complete exit documentation and records. Benefits Administration · Support employee benefits enrolment, changes and claims administration. · Coordinate with Total Rewards and external benefit providers. · Respond to employee benefit enquiries. · Resolve operational benefit issues. · Support expatriate benefit administration where applicable. · Maintain accurate benefits data and documentation. HR Documentation & Compliance · Maintain complete and accurate employee records. · Ensure HR operational processes comply with company standards and local statutory requirements. · Maintain appropriate process controls for employee transactions. · Support statutory submissions and local HR compliance activities. · Support internal and external HR audits. · Maintain proper documentation for payroll, Workday, immigration and employee movements. · Support preparation of HR documents required by government agencies. · Monitor operational compliance issues and escalate risks to the Johor HR Lead. Employee Support · Serve as a point of contact for operational HR enquiries. · Provide timely support to employees and managers. · Resolve standard HR operational enquiries independently. · Support employees and managers with standard Workday processes. · Escalate complex employee or business matters to the relevant HRBP. · Partner closely with HRBPs to ensure a consistent employee experience. HR Reporting & Data · Prepare monthly HR Operations reports. · Monitor payroll accuracy and payroll issues. · Track Workday transactions and outstanding workflows. · Maintain onboarding and offboarding trackers. · Maintain employee movement reports. · Maintain expatriate and immigration trackers. · Monitor employee-query volumes and turnaround times. · Track transaction backlog and ageing. · Support workforce and HR reporting requirements. · Ensure HR reports are based on accurate and reliable employee data. Process Improvement · Identify recurring HR operational issues and root causes. · Recommend process improvements to reduce manual activities and operational errors. · Support standardisation of HR processes. · Participate in HR process-improvement initiatives. · Support automation and HR system enhancements. · Strengthen process controls and data-quality practices. · Support continuous improvement using data and service indicators. · Work with Regional HR Operations to align local practices with regional standards. DayOne is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you're ready to grow with one of the fastest-moving companies in the data center industry, apply now and be part of our global journey.