Human Resources Executive

Role Purpose

The HR Executive is responsible for managing and executing the company's day-to-day Human

Resource functions. This includes recruitment, employee management, onboarding,

attendance, leave, payroll coordination, employee engagement, performance tracking, training

coordination, compliance, HR documentation, and policy implementation.

Key HR Functions

The HR Executive will be responsible for supporting and executing the following HR functions:

1. Talent Acquisition

2. Employee Management

3. Employee Engagement

4. Performance Management Support

5. Training and Development

6. Compliance and HR Policies

1. Talent Acquisition

1.1 Job Posting Process Responsibilities

Prepare job advertisements based on approved manpower requirements.

Publish job advertisements on job portals.

Publish job openings on LinkedIn.

Share job openings through internal referral channels.

Monitor job posting performance.

Update management on applicant response and hiring progress.

1.2 Candidate Screening Process Responsibilities

Review incoming resumes and applications. Conduct initial qualification filtering.

Shortlist candidates based on job requirements.

Coordinate interview schedules with candidates and management.

Maintain candidate tracking records.

Update management on shortlisted candidates.

1.3 Interview Process Responsibilities

Conduct preliminary HR screening.

Coordinate technical or role-based evaluation with the relevant management or

department representative.

Support culture fit evaluation.

Arrange final interview with management.

Record interview feedback and hiring recommendations.

Communicate with candidates throughout the interview process.

1.4 Offer Management ProcessResponsibilities

Prepare salary proposal details for management review.

Prepare offer letters after approval.

Coordinate candidate negotiation based on management's instruction.

Confirm offer acceptance.

Maintain records of accepted, rejected, and pending offers.

1.5 Pre-Onboarding Readiness Process Responsibilities

Ensure new hire documents are submitted before start date.

Coordinate email, system access, software access, and other required tools.

Prepare onboarding checklist.

Prepare first-day onboarding materials.

Coordinate workstation or remote working setup where applicable.2. Employee Management

2.1 Employee Onboarding Process

2. Employee Management

2.1 Employee Onboarding Process

100 Days Onboarding

Responsibilities

Collect employee documents and completed forms.

Coordinate system account creation.

Conduct orientation session.

Introduce the employee to the company structure, departments, and reporting line.

Arrange role briefing with management or the relevant supervisor.

Track the employee's onboarding progress during the first 100 days.

Follow up on employee adjustment, clarity, and early performance.

2.2 Employee Records Management Process Responsibilities

Maintain employee database.

Store contracts and HR documentation.

Maintain HRMS records or internal HR trackers.

Ensure employee files are complete and updated.

Maintain confidentiality of employee information.

2.3 Attendance Management Process Responsibilities

Monitor daily attendance.

Track late attendance.

Monitor absence records.

Prepare attendance reports.

Follow up on irregular attendance issues.

Escalate repeated attendance issues to management.

2.4 Leave Management Process Responsibilities

Track leave request submissions.

Coordinate management approval.

Maintain leave balance records.

Prepare leave reports.

Ensure leave records comply with company policy.

2.5 Payroll Coordination Process Responsibilities

Collect attendance records.

Compile leave, claims, allowances, deductions, commissions, and overtime information

where applicable.

Prepare payroll adjustment information.

Coordinate payroll information with Finance.

Verify salary release records with Finance.

Maintain payroll supporting documents.

2.6 Compensation and Benefits Management Process Responsibilities

Maintain salary records.

Support bonus administration.

Track commissions where applicable.

Administer allowances.

Coordinate benefits enrollment.

Maintain records for benefits, claims, insurance, statutory contributions, and other

employee entitlements.

2.7 Employee Relations Process Responsibilities

Receive and document employee complaints. Support workplace conflict resolution.

Coordinate basic workplace mediation.

Escalate serious employee relations matters to management.

Document employee relations cases and follow-up actions.

Ensure employee matters are handled fairly and confidentially.

2.8 Employee Exit Management Process Responsibilities

Receive and record resignation submissions.

Coordinate exit interviews.

Manage clearance process.

Coordinate final settlement information with Finance.

Ensure company assets are returned.

Coordinate system access termination.

Maintain exit records and turnover data.

3. Employee Engagement

3.1 Employee Satisfaction Monitoring Process Responsibilities

Conduct employee satisfaction surveys.

Collect employee feedback.

Analyze survey results.

Prepare engagement summaries for management.

Recommend improvement actions.

3.2 Internal Communication Process Responsibilities

Prepare company announcements.

Communicate policy updates.

Coordinate department communication.

Ensure employees receive important company updates. Maintain acknowledgement records where required.

3.3 Employee Recognition Process Responsibilities

Coordinate employee recognition initiatives.

Support achievement recognition.

Coordinate milestone celebrations such as birthdays, work anniversaries, and project

achievements.

Encourage a positive recognition culture.

3.4 Team Engagement Activities Process Responsibilities

Coordinate team building activities.

Support company events.

Organize social initiatives.

Collect feedback after activities.

Maintain participation records.

3.5 Employee Feedback Process Responsibilities

Maintain employee suggestion channels.

Support open communication between employees and management.

Coordinate feedback sessions when required.

Track feedback received and actions taken.

Follow up on unresolved feedback matters.

3.6 Workplace Wellbeing ProcessResponsibilities

Monitor employee stress levels through feedback and observation.

Support employee wellbeing initiatives.

Promote work-life balance. Identify recurring wellbeing concerns.

Report major wellbeing concerns to management.

4. Performance Management Support

4.1 Performance Monitoring ProcessResponsibilities

Track monthly employee KPIs.

Collect performance updates from management or team leads.

Record performance data.

Maintain performance trackers.

Follow up on delayed KPI updates.

4.2 Performance Review Process Responsibilities

Coordinate quarterly performance reviews.

Prepare performance review forms.

Collect management evaluations.

Maintain review records.

Track confirmation, increment, promotion, and performance decision dates.

4.3 Performance Feedback Process Responsibilities

Coordinate performance feedback sessions.

Document feedback discussions.

Support managers or management in communicating improvement guidance.

Follow up on agreed action points.

4.4 Performance Improvement Plan Process Responsibilities

Identify underperforming employees based on management feedback and KPI records.

Prepare Performance Improvement Plan documentation.

Track improvement targets, timelines, and progress.

Follow up with the employee and management during the improvement period.

Document final improvement outcome.

5. Training and Development

5.1 Career Development Planning Process Responsibilities

Identify employee career goals through discussion and management input.

Support management in preparing development plans.

Track skill progression.

Maintain employee development records.

Monitor internal promotion readiness.

5.2 Training Program Development Process Responsibilities

Assist in identifying training needs.

Coordinate internal or external training programs.

Select trainers or training providers where required.

Prepare training materials or coordinate material preparation.

Track training attendance.

Collect training feedback.

Maintain training records.6. Compliance and HR Policies

6. Compliance and HR Policies

6.1 Employment Contract Management Process Responsibilities

Prepare employment contracts.

Coordinate contract signing.

Track contract renewals.

Maintain signed employment agreements.

Ensure employment documents are properly stored.

6.2 Disciplinary Management Process Responsibilities

Support misconduct investigation.

Prepare warning letters, show-cause letters, and related disciplinary documents.

Coordinate disciplinary meetings or hearings where required.

Document disciplinary actions.

Ensure disciplinary processes are fair, consistent, and properly recorded.

Escalate final disciplinary decisions to management for approval.

6.3 Labour Law Compliance Process Responsibilities

Monitor basic labour regulation updates.

Support compliance with Malaysian employment laws and statutory requirements.

Ensure company policies are updated when required.

Maintain proper HR compliance records.

Highlight compliance risks to management.

6.4 Documentation and Record Keeping Process Responsibilities

Maintain employee documentation.

Maintain HR compliance records. Secure HR document storage.

Ensure sensitive employee information is kept confidential.

Maintain proper file naming, version control, and document accessibility.