HR Officer (ER/IR)

Summary

To support the HR department in maintaining a stable and harmonious working environment by handling employee and industrial relations matters in line with Malaysia labour laws, while aligning with Japanese corporate culture, values, and standards. The role also supports internal communication, discipline, compliance, and employee engagement initiatives at the manufacturing site.

Job Responsibilities

1. Employee Relations (ER):

Act as the main point of contact for all employee concerns and workplace conflicts at the factory level.

Conduct regular engagement sessions with employees and supervisors to identify concerns and build positive morale.

Monitor absenteeism, punctuality, and employee behaviour trends; recommend and implement preventive actions.

Facilitate onboarding sessions on company rules, code of conduct, grievance procedures, and discipline policies.

Conduct exit interviews for operators and production staff; prepare reports on attrition trends with action plans.

2. Industrial Relations (IR):

Manage all disciplinary actions including show-cause, counselling, investigations, and domestic inquiries in compliance with Malaysia labour laws and company procedures.

Ensure disciplinary actions are conducted fairly, timely, and in compliance with Malaysia Employment Act and IR regulations.

Maintain updated records of IR cases, warning letters, counselling sessions, and disciplinary outcomes and consistent application of disciplinary procedures.

Support the management in coordinate Management-Staff Meeting including grievance handling, Management communication, while preserving harmonious relations.

Represent the company at labour office visits or industrial court proceedings as needed.

3. Compliance & Process Control:

Ensure compliance with Malaysia Employment Act, Industrial Relations Act, and other applicable laws and regulations.

Assist in preparing documentation and participating in internal and external audits (e.g., Japanese HQ audits, customer compliance audits, labour inspections, ISO and etc).

Regularly review and update company rules, HR policies, and disciplinary procedures, ensuring alignment with local legislation and Japanese group standards.

Assist in reviewing and updating employee handbook, workplace rules, and ER/IR SOPs for manufacturing employees.

4. Cross-Cultural Communication:

Support smooth communication between Japanese expatriate management and local employees by facilitating understanding of local labour practices, cultural expectations, and HR protocols.

5. Perform other assignments by Superior from time to time.

Qualifications

1. Education level: Bachelors Degree in Human Resources, Business Administration, Industrial Relations, Law, or a related field.
2. Year(s) of Experience: Preferable minimum 24 years of relevant experience in ER/IR, preferably in a manufacturing environment. Exposure to working with Japanese companies or Japanese expatriates is an added advantage.
3. Capability: (a) Strong understanding of Malaysia labour laws, IR practices, and labour department procedures; (b) Familiarity with factory-based HR operations and blue-collar workforce management.
4. Skill(s): (a) Strong interpersonal, communication, and conflict-resolution skills; (b) High level of integrity, professionalism, and discretion; (c) Well-organized and able to handle sensitive matters with diplomacy.
5. Language: English and Malay; Japanese proficiency is an added advantage.