HR & Admin - Manager/ Snr Exec/ Exec

1. HR Strategy & Organisation Development

Responsible for developing and implementing HR strategies aligned with business objectives.

• Advise Management on manpower planning, organisation structure and workforce capability.
• Develop and review HR policies, procedures and SOPs.
• Support organisational change management.
• Provide HR advisory services to Management and Department Heads.

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2. Workforce Planning & Recruitment

Accountable for ensuring the Company attracts and retains suitable talent.

• Develop manpower plans based on business requirements.
• Partner with Department Heads on workforce requirements.
• Lead end-to-end recruitment activities.
• Manage recruitment channels including job portals.
• Conduct interviews and provide hiring recommendations.
• Review compensation proposals for new hires.
• Ensure effective onboarding and orientation processes.
• Develop talent pipelines for critical positions.

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3. Employee Lifecycle Management

Responsible for effective management of the complete employee lifecycle.

Manage and ensure compliance for:

• Employment offer and appointment; Confirmation; Promotion; Transfer; Contract renewal; Salary revision; Resignation; Retirement; Termination

Ensure all employment documentation is accurate, complete and compliant with Company policies and legislation.

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4. Performance Management

Responsible for managing the Company's performance management framework.

• Develop and improve KPI and performance management systems.
• Coordinate annual performance appraisal exercises.
• Facilitate performance calibration discussions.
• Review probation assessment results.
• Recommend salary increments and bonus proposals.
• Develop Performance Improvement Plans (PIP).
• Support employee career development discussions.
• Analyse workforce performance trends.

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5. Talent Management & Succession Planning

Responsible for developing organisational capability and future talent.

• Identify critical positions and talent gaps.
• Develop succession planning framework.
• Identify High Potential Employees (HiPos).
• Coordinate Individual Development Plans (IDPs).
• Develop competency frameworks.
• Recommend employee retention strategies.
• Support leadership development initiatives.

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6. Learning & Development

Responsible for building employee capability.

• Conduct Training Needs Analysis.
• Develop annual training plans.
• Coordinate internal and external training programmes.
• Manage HRD Corp registration and claim processes.
• Maintain training records.
• Evaluate training effectiveness.
• Ensure mandatory training compliance.

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7. Payroll, Compensation & Benefits

Responsible for payroll governance, compensation management and employee benefits administration.

• Ensure accurate monthly payroll processing through iFlexi HRMS & Payroll.

• Review payroll reports before submission.

• Monitor overtime, allowances and incentives.

• Manage bonus and final salary calculations.

• Ensure timely statutory submissions:

  • EPF; SOCSO; EIS; PCB; HRD Corp

• Conduct salary benchmarking and compensation reviews.

• Recommend salary structure improvements.

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8. Employee Benefits & Insurance Management

Responsible for managing employee benefit programmes.

• Manage Group Hospitalisation & Surgical (GHS).
• Manage Group Personal Accident (GPA).
• Coordinate panel clinic arrangements.
• Manage medical claims.
• Manage insurance renewal and claims.
• Liaise with brokers and insurers.
• Communicate benefit programmes to employees.

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9. Foreign Worker Management

Responsible for ensuring compliance and effective management of foreign workers.

• Manage foreign worker applications and renewals through:

  • XPANOVA; FWCMS

• Coordinate:

  • Quota applications; PLKS renewal; Levy payments; FOMEMA medical examinations; Insurance requirements; Passport renewal

• Monitor passport validity.

• Coordinate worker arrival and onboarding.

• Manage hostel accommodation and transportation.

• Maintain foreign worker records.

• Liaise with:

  • Immigration Department; JTKSM; FOMEMA; Embassies; Relevant government agencies

Ensure compliance with Immigration Act and employment regulations.

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10. Employee Relations & Industrial Relations

Responsible for maintaining harmonious employee relations.

• Provide employee counselling.
• Handle grievances and complaints.
• Conduct disciplinary investigations.
• Manage domestic inquiries.
• Prepare show cause letters and warning letters.
• Support industrial relations matters.
• Represent Company during labour-related matters.

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11. HR Compliance & Governance

Ensure compliance with Malaysian statutory and regulatory requirements.

Applicable requirements include:

• Employment Act 1955; Industrial Relations Act 1967; Occupational Safety and Health Act; EPF Act; SOCSO Act; Employment Insurance System Act; Income Tax Act; Personal Data Protection Act; Immigration Act; HRD Corp requirements; Anti - Sexual Harassment Act 2022; Anti-Corruption Commission Act 2009

• Conduct HR compliance reviews.

• Coordinate statutory inspections and audits.

• Maintain proper HR documentation.

• Ensure confidentiality of employee information.

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12. Administration & Facilities Management

Responsible for overall administration effectiveness.

Manage:

• Office administration; Facilities management; Company assets; Vehicles; Office equipment; Security services; Utilities; Business licences

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13. Employee Engagement & Welfare

Responsible for promoting positive employee experience.

Plan and coordinate:

• Employee engagement activities; Annual dinner; Festive celebrations; CSR activities; Sports events; Long service awards; Recognition programmes

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14. HR Reporting & Analytics

Responsible for providing HR insights to Management.

Prepare reports relating to:

• Headcount; Recruitment; Turnover; Payroll; Labour cost; Overtime; Leave; Training; Foreign workers

Develop HR dashboards for Management review.

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15. Leadership & Continuous Improvement

Responsible for leading the HR & Administration team.

• Set departmental objectives and KPIs.
• Coach and develop HR team members.
• Manage HR & Administration budget.
• Improve HR systems and processes.
• Drive automation and digitalisation.
• Lead improvement projects assigned by Management.