HR Executive

JOB DESCRIPTION – HR EXECUTIVE

Department: Human Resources
Position: HR Executive
Reports To: Business Controller
Location: Taman Sentosa Klang
Salary Range: RM 3,000 to RM 5,000

Job Summary

The HR Executive is responsible for managing daily human resource operations and ensuring that all HR matters are handled accurately, promptly and in accordance with company policies and Malaysian employment laws.

Key Responsibilities

1. Recruitment and Staffing

• Prepare and publish job advertisements.
• Screen applications and arrange interviews.
• Conduct interviews and reference checks.
• Prepare offer letters and employment documents.
• Coordinate new staff reporting dates and branch placements.
• Maintain updated manpower records for all branches.

2. New Staff Onboarding

• Prepare and complete the New Staff Joining Checklist.
• Brief new staff on company rules, employee handbook, benefits and HR procedures.
• Ensure employees sign all required documents, including:
• Offer Letter
• Employee Handbook
• Anti-Bribery and Corruption Policy
• Personal Data and other required declarations
• Arrange staff uniforms, name tags, system access and other necessary items.
• Monitor staff during the probation period and arrange confirmation evaluations.

3. Attendance, Leave and Payroll Support

• Monitor staff attendance, lateness, absence, overtime and leave applications.
• Verify attendance records before monthly payroll processing.
• Check overtime, allowances, incentives, salary advances and deductions.
• Ensure medical certificates and supporting documents are properly submitted.
• Update employee leave entitlement and leave balance.
• Assist with salary preparation and resolve payroll-related enquiries.

4. Employee Records and Documentation

• Maintain accurate and confidential employee records.
• Update employee personal information, salary, position and branch transfer details.
• Prepare confirmation, promotion, transfer, salary adjustment and resignation letters.
• Maintain proper filing of HR documents in both physical and digital formats.
• Ensure employee records are complete and updated at all times.
• 5. Employee Relations and Disciplinary Matters
• Handle staff complaints, enquiries and workplace issues professionally.
• Conduct counselling and follow up on employee performance or attendance issues.
• Prepare show-cause letters, warning letters, suspension letters and other disciplinary documents.
• Assist in domestic inquiry proceedings when required.
• Keep proper records of misconduct cases and disciplinary actions.
• Ensure all cases are handled fairly, consistently and confidentially.

6. Resignation and Offboarding

• Process employee resignations and check notice-period requirements.
• Prepare acceptance of resignation and final settlement documents.
• Conduct exit interviews where required.
• Ensure the return of company property, uniforms, documents and system access.
• Coordinate final salary, leave balance and other outstanding matters.

7. Statutory and Legal Compliance

• Ensure HR practices comply with Malaysian employment laws and company policies.
• Assist with EPF, SOCSO, EIS, PCB and other statutory matters.
• Prepare documents for government departments, audits and inspections.
• Monitor the expiry and renewal of employee permits or licences, where applicable.
• Keep updated on changes to employment laws and HR requirements.

8. Training and Performance Management

• Coordinate internal and external staff training.
• Maintain employee training and attendance records.
• Arrange probation, confirmation and annual performance evaluations.
• Follow up with branch leaders on staff performance and improvement plans.
• Assist Management in employee development and succession planning.

9. HR Policies and Internal Communication

• Prepare and update HR policies, procedures, memos and staff announcements.
• Communicate HR matters clearly to branch leaders and employees.
• Ensure employees understand and follow company rules and procedures.
• Support the implementation of new HR systems and policies across all branches.

10. Staff Welfare and Company Activities

• Assist with staff benefits, insurance, medical claims and welfare matters.
• Coordinate staff events, team-building activities, annual dinners and celebrations.
• Support employee engagement and workplace improvement programmes.
• Perform any other HR-related duties assigned by Management.

Job Requirements

• Diploma or Degree in Human Resource Management, Business Administration or a related field.
• At least 2 years of working experience in Human Resources is preferred.
• Familiar with Malaysian employment laws, EPF, SOCSO, EIS and payroll procedures.
• Good communication skills in English and Bahasa Malaysia. Mandarin will be an added advantage.
• Able to use Microsoft Word, Excel and HR or payroll systems.
• Well-organised, responsible and able to meet deadlines.
• Able to handle confidential information professionally.
• Able to communicate and coordinate effectively with employees from different branches.
• Willing to travel to company branches when required.
• Key Performance Indicators (KPIs)
• Accuracy and timeliness of payroll and attendance records.
• Recruitment vacancies filled within the required timeline.
• Completion of new staff documentation and onboarding.
• Accuracy and completeness of employee records.
• Timely handling of staff enquiries and disciplinary matters.
• Compliance with company policies and employment requirements.
• Employee turnover and probation confirmation follow-up.
• Timely submission of HR reports to Management.