Coordinator, APAC HR Operations

COMPANY PROFILE

Bain & Company is one of the top management consulting firms in the world that helps the world’s most ambitious changemakers define the future.

Across 65 cities in 40 countries, we work alongside our clients as one team with a shared ambition to achieve extraordinary results, outperforming the

competition, and redefine industries. We complement our tailored, integrated expertise with a vibrant ecosystem of digital innovators to deliver better,

faster, and more enduring outcomes.

The firm established several functions in the Indian market early 2000s and its remit across functions has expanded over time. Since 2019, these

functions have become part of Global Business Services (GBS). Global Business Services (GBS) is a network of five interconnected business functions

hubs across India, Poland, Malaysia, Mexico and Portugal, serving Bain globally to run our business, support other functions, and help drive

innovation internally. We are over 1000 business professionals – serving functions in operations, HR, finance, legal, tech, marketing, research, and

data analytics – who support our offices globally. Our mantra of “shared innovation, seamless execution,” underpinned by a passion for results,

teamwork, and creativity, helps Bain stay at the top of our game operationally.

WHAT MAKES US A GREAT PLACE TO WORK

We are proud to be consistently recognized as one of the world’s best places to work. We are currently the top-ranked consulting firm on Glassdoor’s Best Places to Work list and have earned the #1 overall spot a record seven times.

Extraordinary teams are at the heart of our business strategy, but these don’t happen by chance. They require intentional focus on bringing together a broad set of backgrounds, cultures, experiences, perspectives, and skills in a supportive and inclusive work environment. We hire people with exceptional talent and create an environment in which every individual can thrive professionally and personally.

Department Overview 

APAC HR Operations is based in Kuala Lumpur, Malaysia and is part of a globally connected HR Operations function. The HR Operations team supports scalable HR operations for Bain offices located in APAC. The department’s mission is to drive process standardization and centralization across offices to support the company’s continued growth and to maintain its position as the best place to work. 

Position Summary

The coordinator’s role is to own delivery for specified HR activities and processes in allocated offices. The role is varied, deadline-driven, and demands exceptional time management and attention to detail. This position requires daily use of multiple core Bain systems and applications and may cover all areas of Bain Human Capital operations (Consulting Staff Professional Development, Business Functions HR, Employee Administration, Human Capital Analytics) according to the needs of the supported offices and areas of specialization. 

The coordinator will work independently and remotely from the people supported and therefore, excellent interpersonal skills and the ability to forge strong and successful working relationships without face-to-face interaction is essential. This role requires interactions with HR and Program Management teams, as well as employees, in supported offices, often with competing priorities and deadlines. Therefore, this role requires a strong sense of customer service and an ability to organize and prioritize multiple tasks. The coordinator will be expected to get up to speed quickly on their dedicated system and demonstrate an understanding of process, how the HR Operations team’s various systems work together, and how the Coordinator’s work impacts the company and its various stakeholders. This role requires an ability to recognize patterns, offer creative solutions, and implement process improvements that benefit the team and its customers. 

Essential Functions

Each Coordinator may be assigned to one or several office assignments with a primary focus in one of the following functional areas: 

Essential Functions: Each Coordinator may be assigned to one or several office assignments with a primary focus in one of the following functional areas:
  

HRIS Administration:

• Global Training Liaison

• Act as the primary point of contact between Global Training and local office teams (HR, Staffing/PM, Training Officers, participants)
• Manage end-to-end coordination across the full program cycle - annual forecasting through post-session close, across programs spanning the consultant lifecycle
• Maintain Training Trackers and Liaison Spreadsheets; coordinate trainer outreach, eligibility QC, assigning backups, and calendar holds
• Triage conflicts, swaps, and cancellations; escalate per defined protocol to local Staffing/PM or Global Training
• Manage all training communications via centralized shared mailbox, adhering to standard SLAs
• Support onboarding of new offices into the centralized Global Training Liaison model
     

• Workday:

• Perform Workday data entry across the full employee lifecycle (new hires, job and compensation changes, transfers, terminations, leaves, bonus payouts, EIB uploads)
• Ensure HR data accuracy ahead of payroll, headcount reporting, and other key milestones; proactively engage local HR teams to confirm Workday events are current and accurate
• Perform proactive auditing of information within systems - compensation, LOAs, transfers, terminations, and probation periods; ensure data is consistent with local payroll systems and supporting documents are stored per office standards
• Respond to employment verification requests and provide regular and ad-hoc data reporting for payroll audits, people analytics, and other stakeholder needs
    

• Time & Absence (T&A):

• Responsible for helping customers trouble shoot questions related to time and absence submission and approval in Workday, as well as time & absence company policies
• Act as main point of contact for T&A support for onboarded offices
• Provide regular hours and sustainability reporting to Program Management and HR Teams
• Ensure vacations and absences are routing to the appropriate approvers; help troubleshoot issues and make changes as needed 
    

• Paperwork management: 

• Administer end-to-end process support and paperwork generation across various employee lifecycles, including but not limited to pre-boarding, offer letters, onboarding, leave of absences, and departures
     

• Provide data for ad-hoc data requests to support people’s movement and sustainability analyses

• Manage customer request intake for various processes via ServiceNow forms in a timely, professional, and accurate manner, maintaining our global response time SLAs

Qualifications

Education

Degree level and area of specialization needed for the performance of this role’s Essential Functions
Required: associate or bachelor’s degree or an equivalent combination of education, training and experience
Required: 1-3 years of professional work experience is required, preferably in administrative HR roles

Required: 

• Computer literate; proficient in using Microsoft Outlook, Word & Internet along with excellent Excel and PowerPoint skills
• Experience of working in a demanding environment, preferably professional services or with a blue-chip company in an administrative capacity
• Experience working in ambiguity 
• Excellent written and verbal communication skills 
• Able to adjust communication approach to audience
• Previous use of HRIS systems; Workday experience a plus

Preferred

• Able to deal appropriately with highly confidential information
• Honest, trustworthy people’s person
• Able to effectively manage time with competing business priorities
• Able to communicate effectively with all levels
• Exceptional attention to detail
• Outstanding organization, prioritization and time management skills
• Motivated – self starter
• Able to be proactive - and work on own initiative 
• Flexible attitude and team approach
• Diplomatic, with an appreciation for Partner confidentiality 
• Efficient and accurate 
• Enthusiastic, dedicated, hardworking and committed to meeting deadlines
• Pleasant and calm even when under pressure
• An interest in the substance and commercial impact of Bain’s work