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Administrative Support Specialist

2 weeks ago

Kuala Lumpur, Kuala Lumpur, Malaysia BAE Systems Full time

About Us:

At BAE Systems Digital Intelligence, we pride ourselves on being a leader in the cyber defence industry. Our Functions teams enable our divisions to implement ground-breaking digital transformations and crucial defence software.

As an HR Operations Administrator, you will be supporting and partnering with our global business from the backline, being a strategic advisor within your specialist area, and ensuring the business runs smoothly and efficiently.

Job Summary:

  • Deliver high-quality administrative support to the business, including employee onboarding, reward, and absence management.
  • Work closely with regional HR Business Partners to provide support on time-critical tasks or activities that require significant and prolonged communication with local stakeholders or in-depth local knowledge.
  • Provide excellent customer service to both internal and external customers, including employees, HR colleagues, and third parties.

Key Responsibilities:

  • Manage and issue all new hire paperwork to ensure contracts and offer letters are produced accurately in a timely manner.
  • Update worker records on the HR database, including changes to addresses, bank details, memberships, qualifications, marital status, and emergency contacts.
  • Produce correspondence, such as mortgage references, employment references, contract changes, and visa letters.
  • Coordinate and administer sabbaticals, probation reviews, retirement, visa, and work permit expiry.
  • Administer training, including booking course venues, materials, trainers, delegate invitations, training feedback questionnaires, and purchase orders and invoices.
  • Reward administration, including flexible benefit elections, SIP and flex allowance programmes, and generating monthly reports.

Mandatory Skills and Experience:

  • Excellent written and verbal English language skills.
  • Ability to learn quickly and understand HR activities and processes.
  • Good understanding of HR information systems (SAP) / Case management systems.
  • Strong administration and organizational skills.
  • Strong customer service focus.
  • Good relationship building skills.