Assistant HR Manager

Role Purpose

The Assistant Manager, Human Resources will support the full spectrum of HR operations for a professional services organisation providing accounting, corporate secretarial, taxation and related business services.

The role is responsible for ensuring that the firm has the right people, processes and HR practices to support business growth. This includes recruitment and onboarding, employee engagement, performance management, HR administration, learning and development, employee relations and compliance.

A key responsibility will be the management and coordination of independent contractors, ensuring that contractors are properly engaged, onboarded, monitored and administered in accordance with company requirements and applicable regulations.

Key Responsibilities

1. HR Operations & Administration

• Manage day-to-day HR operations and employee lifecycle processes.
• Maintain accurate employee records, HR documentation and personnel files.
• Administer leave, attendance, claims and other employee-related matters.
• Ensure HR policies and procedures are consistently implemented.
• Work with payroll providers / finance team to ensure accurate and timely payroll processing.
• Prepare HR reports and people analytics for management.

2. Recruitment & Workforce Planning

• Work with business leaders to understand manpower requirements.
• Develop job descriptions and coordinate recruitment activities.
• Source, screen and interview candidates for accounting, tax, corporate secretarial, administrative and support positions.
• Coordinate interviews, offers, reference checks and onboarding.
• Maintain a pipeline of suitable candidates for recurring professional-services positions.
• Support workforce planning as the business expands.

3. Independent Contractor Management

• Maintain an accurate database of independent contractors engaged by the firm.
• Coordinate contractor onboarding, documentation, agreements and required compliance checks.
• Work with department heads to understand contractor requirements, scope of work and engagement periods.
• Monitor contractor engagement status, renewal dates and deliverables.
• Ensure contractor documentation and records are properly maintained.
• Coordinate contractor payments with Finance based on approved engagement terms and supporting documentation.
• Act as the HR point of contact for contractors on company policies, engagement requirements and administrative matters.
• Support management in reviewing contractor performance and continuation of engagements.
• Ensure the distinction between employees and independent contractors is properly maintained from an HR and administrative perspective.

4. Employee Relations & Engagement

• Serve as a trusted HR contact for employees and managers.
• Handle employee queries and workplace concerns professionally and confidentially.
• Support grievance handling, disciplinary processes and performance-related matters.
• Develop initiatives to improve employee engagement, communication and retention.
• Help build a positive, professional and collaborative working culture.

5. Performance Management

• Coordinate the annual and periodic performance management process.
• Ensure employees and managers understand performance expectations and timelines.
• Support managers in setting KPIs and development objectives.
• Track performance review completion and follow up on agreed actions.
• Assist in identifying performance and capability gaps.

6. Learning & Development

• Identify training needs together with department heads.
• Coordinate internal and external training programmes.
• Maintain training records and monitor training participation.
• Support career development and professional development initiatives, particularly for accounting, tax and corporate secretarial professionals.

7. HR Compliance

• Ensure HR practices comply with applicable Malaysian employment legislation and regulatory requirements.
• Keep abreast of changes in employment-related requirements and advise management accordingly.
• Maintain proper documentation for employee and contractor engagements.
• Support audits and internal reviews relating to HR matters.

8. HR Projects & Process Improvement

• Review existing HR processes and recommend improvements.
• Introduce greater use of HR technology and automation where appropriate.
• Support management on organisational development, manpower planning and restructuring projects.
• Undertake other HR-related projects as required by the business.

Requirements

• Bachelor's Degree in Human Resources, Business Administration, Management or a related discipline.
• 5–8 years of relevant HR experience, preferably in professional services, accounting, consulting, legal, corporate services or another people-intensive service environment.
• Strong experience in HR operations and employee lifecycle management.
• Experience in recruitment and handling professional and support-level positions.
• Experience managing contractors, freelancers or outsourced personnel is highly advantageous.
• Good understanding of Malaysian employment practices and HR compliance.
• Strong interpersonal and communication skills.
• Able to deal confidently with employees, managers, professional staff and external parties.
• Organised, detail-oriented and able to manage multiple priorities.
• Mature and discreet in handling confidential employee and business information.
• Good working knowledge of Microsoft Office and HRIS/payroll systems.