HR Assistant Manager

About the Role

We are seeking a proactive and experienced HR Assistant Manager to support the HR Manager in overseeing human resources and administrative operations. The successful candidate will assist in managing recruitment, employee relations, statutory compliance, payroll coordination, work permit applications, performance management, and employee training and development.

Chinese-speaking candidates are preferred, as the role requires frequent communication and collaboration with the China team. The ideal candidate should possess strong organisational, leadership, communication, and problem-solving skills, with the ability to work effectively in a fast-paced manufacturing environment.

Key Responsibilities

1. Recruitment and Employee Lifecycle Management

• Assist the HR Manager in managing end-to-end recruitment for technicians, engineers, office staff, and other positions.
• Coordinate manpower planning and recruitment activities with department heads to fulfil the company's staffing requirements.
• Oversee employee onboarding, orientation, probation reviews, confirmation, promotions, transfers, disciplinary actions, and resignation procedures.
• Maintain accurate employee records and ensure proper documentation throughout the employee lifecycle.
• Monitor recruitment progress and provide regular manpower updates to management.

2. HR Compliance and Employee Relations

• Ensure HR policies, procedures, and practices comply with applicable Malaysian employment laws, statutory requirements, and company policies.
• Assist in handling employee grievances, disciplinary matters, investigations, warning letters, and other employee relations issues.
• Liaise with relevant government authorities and external agencies on HR-related matters when required.
• Coordinate the preparation and maintenance of employment contracts, official letters, HR documents, and confidential employee information.
• Assist in processing and monitoring foreign employee work permits, visas, Professional Visit Passes (PVP), Employment Passes (EP), and other applicable employment passes.
• Keep updated on changes in employment legislation and recommend improvements to HR policies and procedures.

3. Payroll, Attendance and Performance Management

• Supervise employee attendance, overtime records, leave administration, and other payroll-related information.
• Coordinate monthly payroll processing with the Finance Department to ensure accuracy and timely payment.
• Ensure statutory contributions and deductions are properly administered in accordance with applicable regulations.
• Coordinate employee performance appraisals (PDA), probation assessments, and annual performance reviews.
• Support promotion recommendations, salary increments, and employee performance improvement initiatives.
• Prepare HR reports and analyse manpower data, absenteeism, employee turnover, and other HR key performance indicators (KPIs).

4. Administrative Management

• Supervise daily office administration and ensure smooth administrative operations.
• Coordinate business travel arrangements, accommodation, transportation, and other travel-related requirements.
• Monitor office supplies, company vehicles, facilities, and administrative expenses.
• Coordinate company events, employee engagement activities, festive celebrations, and annual holiday programmes.
• Establish and maintain effective administrative procedures to improve operational efficiency.

5. Training and Development

• Assist the HR Manager in identifying employee training needs and developing annual training plans.
• Coordinate new employee orientation, technical training, professional development, and other employee training programmes.
• Establish, improve, and maintain the company's training system, procedures, and training records.
• Monitor training effectiveness and maintain documentation for training evaluations and compliance purposes.
• Work with department heads to improve employee competencies, productivity, and job performance.

6. HR Team Supervision and Management Support

• Supervise and guide HR team members in carrying out daily HR and administrative responsibilities.
• Allocate tasks, monitor work progress, and ensure HR activities are completed accurately and on schedule.
• Support the HR Manager in implementing HR strategies, policies, procedures, and continuous improvement initiatives.
• Facilitate communication and coordination between local employees, department heads, management, and the China team.
• Perform other HR and administrative duties as assigned by management.

Job Requirements

1. Bachelor's Degree in Human Resource Management, Business Administration, or a related field.
2. Minimum 5 years of relevant HR experience, preferably in a manufacturing environment.
3. At least 2 years of supervisory or team leadership experience.
4. Good knowledge of Malaysian employment laws, statutory compliance, payroll administration, and employee relations.
5. Practical experience in recruitment, employee lifecycle management, performance appraisal, and disciplinary procedures.
6. Experience in work permit and employment pass applications, including PVP and EP, will be an advantage.
7. Strong organisational, leadership, communication, and problem-solving skills.
8. Proficient in Microsoft Office and HR management systems.
9. Chinese-speaking candidates are preferred, with good communication skills in Chinese and English to facilitate frequent collaboration with the China team.