Job Summary
The HR Executive supports the full spectrum of human resource functions, including recruitment, onboarding, employee records, attendance and leave administration, payroll support, training coordination, performance management and employee relations. The role ensures HR processes are completed accurately, promptly and in compliance with company policies and Malaysian employment laws.
Key Responsibilities
1. Recruitment and Onboarding
- Coordinate recruitment activities, including job advertisements, resume screening, interview arrangements and candidate follow-ups.
- Prepare offer letters, employment contracts and other recruitment documents.
- Conduct reference or background checks when required.
- Coordinate pre-employment arrangements and new employee onboarding.
- Conduct HR orientation and ensure all required documents are properly completed.
- Coordinate with relevant departments on workstation, system access and equipment preparation.
2. Employee Records and HR Administration
- Maintain accurate and confidential employee records in physical files and the HR system.
- Prepare HR letters, including confirmation, promotion, transfer, salary adjustment, warning and resignation acceptance letters.
- Update employee information, organization charts and personnel movements.
- Monitor probation, employment contract and work permit expiry dates.
3. Attendance, Leave and Payroll Support
- Monitor employee attendance, lateness, absenteeism, overtime and leave records.
- Review attendance and payroll information before monthly payroll processing.
- Compile payroll inputs, including overtime, allowances, unpaid leave, deductions and new employee or resignation details.
- Coordinate with Finance on salary payments and payroll-related matters.
- Assist with statutory contributions and submissions, including EPF, SOCSO, EIS, PCB and HRD Corp levy.
- Respond to employee enquiries regarding salary, leave and attendance matters.
4. Performance and Probation Management
- Monitor probation review and employee confirmation timelines.
- Coordinate probation evaluations and performance appraisal exercises with HODs and supervisors.
- Follow up on incomplete evaluations and supporting documents.
- Prepare confirmation, probation extension or related employment letters.
- Assist in maintaining KPI and performance appraisal records.
5. Training and Development
- Coordinate training needs analysis and annual training plans.
- Arrange internal and external training programmes.
- Maintain training attendance, evaluation and cost records.
- Monitor the departmental training budget.
- Assist with HRD Corp grant applications and claims where applicable.
- Prepare training reports and follow up on post-training evaluations.
6. Employee Relations and Discipline
- Address routine employee enquiries, concerns and grievances professionally.
- Assist in disciplinary matters, including preparing notices, warning letters and supporting documentation.
- Coordinate counselling sessions, domestic inquiries or investigations when required.
- Promote compliance with company policies, procedures and the employee handbook.
- Maintain confidentiality and neutrality when handling sensitive employee matters.
7. Resignation and Offboarding
- Verify resignation notice periods and employees last working dates.
- Prepare resignation acceptance letters and coordinate employee clearance.
- Monitor handover arrangements and the return of company assets.
- Coordinate exit interviews and record employees feedback.
- Assist with final payroll information and employee record closure.
8. Compliance and HR Improvement
- Ensure HR practices comply with Malaysian employment laws and statutory requirements.
- Assist in reviewing and updating HR policies, SOPs, forms and workflows.
- Support internal and external audits by preparing HR documents and records.
- Identify opportunities to improve HR processes through digital systems and automation.
- Perform other HR and administrative duties assigned by the HOD or Management.
9. ISO and Management System Compliance
- Support the implementation and maintenance of the company's ISO management systems, including ISO 9001, ISO 14001 and ISO 45001 .
- Ensure HR policies, procedures, forms and employee records comply with ISO requirements and the company's document-control procedures.
- Maintain proper records relating to employee competency, training, qualifications, licences and certifications.
- Assist in identifying competency and training gaps arising from ISO requirements, audits, incidents or operational needs.
- Prepare and maintain HR-related documents and records for internal and external ISO audits.
- Assist auditors by providing relevant HR documents, evidence and clarification during audits.
- Follow up with relevant departments on HR-related audit findings, corrective actions and improvement opportunities.
- Monitor the completion and effectiveness of corrective actions related to HR, competency, training and employee awareness.
- Participate in ISO meetings, internal audits, management reviews and continual-improvement initiatives when required.
- Promote employee awareness of the company's quality, environmental, safety and health policies.
- Report any non-conformities, compliance concerns, environmental hazards or workplace safety risks to the relevant HOD or Management.
- Support emergency preparedness, safety induction and other occupational safety and health initiatives.
- Perform other ISO-related duties assigned by the Management Representative, HOD or Management.
Qualifications and Experience
- Diploma or bachelor's degree in human resource management, Business Administration or a related discipline.
- At least 2 years of relevant HR experience .
- Knowledge of Malaysian employment legislation and statutory requirements.
- Experience using HRIS, payroll or attendance systems is an advantage.
- Proficient in Microsoft Office, particularly Word, Excel and PowerPoint.
Key Competencies
- Good knowledge of HR practices and employment regulations.
- Strong administrative and organizational skills.
- High attention to detail and accuracy.
- Good written and verbal communication skills.
- Ability to manage multiple deadlines and priorities.
- Strong interpersonal and problem-solving skills.
- Integrity, discretion and confidentiality.
- Ability to work independently and collaboratively with different departments.
