Team Lead Employee Administration

KEY ACCOUNTABILITIES

Service Performance and Issue Resolution

- Coordinate daily employee administration operational tasks, ensuring timely and accurate execution in line with work instructions, service level agreements and quality standards
- Monitor team-level KPIs, SLAs, workload, backlogs and operational priorities, implementing corrective actions when deviations occur
- Act as the initial escalation point for operational issues and exceptions related to employee administration, employee records, documentation, reporting outputs, departure and redeployment administration
- Support resolution of first-level escalations related to employee data changes, employee documentation, case handling, standard and ad hoc reporting, analytics inputs and data quality topics
- Escalate structural issues, compliance risks, recurring defects or policy-related cases to the appropriate process owner, HR function or leadership channel

Employee Administration, Data Accuracy and Compliance

- Ensure consistent execution of employee administration activities across the hire-2-retire lifecycle, including employee data updates, employment changes, employee records, documentation and certificates or attestations where applicable
- Oversee administrative management of departure and redeployment processes, ensuring timely completion, accurate documentation and appropriate escalation of sensitive cases
- Review accuracy and completeness of employee data, HR documentation, operational reports, analytics inputs and case records prepared by the team
- Ensure compliance with HR policies, work instructions, internal controls, audit requirements and data privacy standards
- Ensure required control checks, documentation standards and evidence retention are performed consistently by the team

Reporting, Analytics and Data Quality

- Oversee delivery of standard employee administration reports, dashboards, KPI inputs, data extracts and recurring reporting activities in line with defined timelines and data quality standards
- Coordinate preparation of ad hoc reports and basic analytics related to employee administration topics, such as employee data changes, case volumes, service performance, departures, redeployment and data quality trends
- Ensure consistent use of agreed reporting definitions, data sources, templates and calculation logic in collaboration with process management and reporting stakeholders
- Identify recurring data quality issues through reporting and analytics outputs and initiate follow-up or corrective actions with the team and relevant stakeholders
- Support operational decision-making by providing transparent insights on workload, backlog, case resolution, SLA performance and data/documentation defects

Implementation of Changes and Improvements

- Collaborate with process management and adjacent hire-2-retire teams to drive continuous improvement of employee administration, reporting and analytics processes
- Support the rollout of new or updated work instructions, tools, templates, standard reports, dashboards and procedures impacting employee administration activities
- Collect improvement ideas from the team and contribute to the operational improvement backlog
- Participate in pilot activities, testing, training and knowledge transfer related to changes impacting the operational line
- Support standardization, automation and simplification initiatives aimed at improving data quality, reporting reliability, efficiency and customer satisfaction

Team Leadership and People Development

- Lead and develop the team within the employee administration operational line
- Monitor team workload, support capacity planning and allocate tasks based on priorities, skills and service requirements
- Identify skill gaps and training needs and support onboarding, knowledge transfer and capability development within the team
- Actively promote and embody the organization’s culture and values among team members

Stakeholder Management and Communication

- Collaborate closely with the Head of Employee Administration & HR Systems to ensure alignment between team execution and operational targets
- Engage with other Team Leads within hire-2-retire and adjacent processes to ensure coordinated service delivery
- Maintain regular exchange with process experts, HR stakeholders and business contacts to ensure consistent interpretation and execution of employee administration, reporting and analytics processes
- Provide transparent updates on operational performance, reporting insights, risks, priorities and improvement topics to relevant stakeholders

J Education

- Bachelor's degree in Human Resources, Business Administration, Economics, Administration, Information Systems, or a related field
- Specialization or coursework in HR Operations, Employee Administration, HR Data Management, HR Information Systems, service delivery or hire-to-retire processes is beneficial

Experience

- A minimum of 5–10 years of relevant experience in HR Operations, employee administration, shared services, service delivery or a related operational role
- Proven experience in employee data administration, employee records/documentation, employee lifecycle administration, departure administration, redeployment administration, case handling or standard operational reporting
- First leadership or coordination experience, such as acting as senior specialist, subject matter expert, deputy team lead or team coordinator
- Experience working in an SLA-driven operational environment with work instructions, controls and data privacy requirements

Knowledge and skills

- Track record in operational service delivery and performance management within an HR Operations / employee administration environment
- Understanding of the hire-2-retire value chain, including Talent Acquisition, Onboarding, Core HR, Employee Administration, Time & Attendance, Payroll interfaces, Talent/Performance, Learning, Compensation & Benefits and Offboarding
- Strong understanding of employee administration processes, employee master data, employee records, documentation, departure and redeployment administration
- Experience with case and ticket management, operational reporting, KPI/SLA performance tracking, data extracts and basic analytics
- Good understanding of reporting definitions, data quality checks, dashboard inputs and operational performance metrics
- Good understanding of HR systems from an operational user perspective; HR Systems / HRIS ownership is not part of this role
- Familiarity with continuous improvement methodologies and process standardization
- Strong organizational skills to lead SLA-driven employee administration, reporting and analytics delivery
- Analytical, problem-solving and decision-making capabilities
- Strong leadership, stakeholder management and communication skills across functions
- HR compliance awareness, including data privacy, internal controls and audit documentation requirements

Other requirements

- Excellent command of both oral and written English
Good command of an additional language is beneficial
- Ability to handle confidential information securely
- Comfortable coordinating with other teams and stakeholders
- Strong attention to detail for employee data, employee records and HR documentation

POSITION SCOPE

Reporting Line(s)

Solid line(s) to: Head of Employee Administration & HR Systems

Performance Measures

- Timely delivery of standardized and compliant employee administration activities in line with agreed SLAs
- Accuracy and completeness of employee master data, employee records, HR documentation, standard reports and analytics inputs
- Quality and timeliness of employee administration reporting, dashboards, data extracts and KPI inputs
- Quality and timeliness of departure and redeployment administration
- Stakeholder satisfaction with employee administration, reporting and analytics service delivery and support
- Team workload, backlog, capacity and case resolution performance
- Number and quality of escalations, rework items, control findings and data/documentation/reporting defects

Working Relationships

Internal contacts:

Head of Employee Administration & HR Systems

Other Team Leads within hire-2-retire and adjacent processes

Team Lead HR Systems / HRIS

E2E service line

Process management within hire-2-retire

IT support

HR Business Partners and business contacts

Payroll & Time, Compensation & Benefits, Talent Acquisition & Onboarding and Talent & Performance teams

External contacts

Service and outsourcing partners supporting employee administration activities

External authorities, auditors or providers where required for employee administration, documentation or departure processes