Position
Job Summary
The HR Assistant Executive supports daily human resources operations, including recruitment, onboarding, employee records, payroll coordination, attendance, statutory compliance, and employee services.
Job Responsibilities
- Assist in the full recruitment process, including preparing job advertisements, sourcing candidates, screening applications, scheduling interviews, conducting initial interviews, and coordinating employment offers.
- Coordinate new-employee onboarding, including preparing employment documents, arranging induction programmes, collecting required documents, and ensuring a smooth joining process.
- Maintain accurate and up-to-date employee records, personnel files, HRIS data, employment contracts, leave records, attendance records, and staff movement documentation.
- Monitor daily employee attendance, lateness, absenteeism, overtime, shift arrangements, and leave applications; follow up on discrepancies with employees and department supervisors.
- Assist in monthly payroll preparation by verifying attendance, overtime, leave, allowances, deductions, new hires, resignations, and other payroll-related information before submission to Finance or the payroll provider.
- Support statutory administration, including EPF, SOCSO, EIS, PCB, foreign-worker documentation, work permits, medical examinations, and other applicable employment-related submissions.
- Prepare HR letters and documents, including offer letters, employment contracts, confirmation letters, transfer letters, warning letters, resignation acknowledgements, and other employee correspondence.
- Respond to employee enquiries regarding HR policies, attendance, leave, payroll, benefits, welfare, and employment procedures, while escalating complex matters to the HR Manager when necessary.
- Assist with employee relations, disciplinary matters, performance monitoring, training coordination, staff welfare activities, and the implementation of HR policies and procedures.
- Prepare regular HR reports relating to headcount, recruitment, turnover, attendance, leave, payroll inputs, foreign workers, training, and other HR matters, and perform any other duties assigned by the superior.
Job Requirements
- Possess a Diploma, Advanced Diploma, or Degree in Human Resource Management, Business Administration, Psychology, Industrial Relations, or a related discipline.
- Preferably possess 1–3 years of relevant HR or human resources administration experience. Candidates with experience in payroll coordination, recruitment, employee records, or foreign-worker administration will be advantageous.
- Basic knowledge of Malaysian employment practices and statutory requirements.
- Good to have experience using HRIS, payroll systems, attendance systems, and Microsoft Office, particularly Microsoft Excel.
- Good understanding of recruitment coordination, onboarding, attendance and leave administration, payroll inputs, employee documentation, and HR reporting.
- Good command of English and Bahasa Malaysia in both written and spoken communication. Mandarin-speaking ability is an advantage, particularly for communication with vendor.
- Strong organisational, time-management, documentation, and follow-up skills, with careful attention to accuracy and confidentiality.
- Able to handle multiple tasks, meet deadlines, work independently, and maintain confidentiality when dealing with employee and payroll information.
